Subscription Service Terms & Conditions

Please read the terms and conditions before starting your CONREGO subscription.

These Service Terms define the rules for providing a service consisting of providing the CONREGO application to the Customer and providing Technical Support to Users using the application during this period.

§1. Definitions

Supplier - CONREGO Sp. z o.o. with its registered office in Poland, in Gorzów Wielkopolski (66-400) at Plac Jana Pawła II 108a/2, registered in the Register of Entrepreneurs of the National Court Register kept by the District Court in Zielona Góra, VIII Commercial Division of the National Court Register, under the KRS [National Court Register] number 0000716221, with EU VAT ID number: PL5993215285, REGON [Polish National Business Registry] number: 369351080.

Producer - CONREGO GmbH with its registered office in Germany, in Geretsried (82538), at Kranzlstraße 23, registered in the Commercial Register under HRB number 272587 by the Munich Register Court, Tax Identification Number: DE349507663.

Customer - a natural person conducting registered business activity or a legal person, whose representative Subscribes to the Software made available for use by the Supplier.

Software - the CONREGO registration system used for organizing Events and related processes and for handling Event participants.

Service - provision of Software, available within Supplier's Infrastructure, in the form of a Subscription for the Customer's use.

Infrastructure - server environment leased from Amazon Web Services EMEA SARL, 38 Avenue John F. Kennedy, L-1855 Luxembourg, R.C.S. Luxembourg: B186284, VAT ID: 1080022032, within which the Supplier provides the Customers with Software and processes the Data collected by Users and Participants.

Event - conference, congress, workshop, training, sports or entertainment event organized or serviced by the Customer.

Participant - a natural or legal person registering their participation in the Event using a paid Subscription to Software configured for Event support purposes.

User - the Customer's representative authorized by the Customer to use the Software using the appropriate Access Data.

Access Data - login and password, which Users use to access the Software's administrative interface.

Data - data collected using the system from System users and participants registering for the Event.

Free Subscription - limited to 14 days free access to the Software granted to the Customer for testing purposes.

Paid Subscription - limited to 3, 6 or 12 months paid access according to the current price list to the Software granted to the Customer for production purposes.

§2. General Provisions

  1. The regulations define the rules for using the Software offered by the Supplier, as well as the rights and obligations of the Supplier and the Customer.
  2. By providing the Software, the Supplier provides the Customer with a Service supporting the organization of Events and related processes, as well as support for Participants, including:
    1. Registration of participants for Events,
    2. Ticket sales,
    3. Communication with Participants,
    4. Creating Event websites,
    5. On-site support for Participants (Reception and Access Control),
    6. Generating personalized PDF documents,
    7. Generating Data Reports.
  3. Only Users representing the Customer who registered the Subscription have access to the Software.
  4. The condition for using the Software and Services provided by the Supplier is to familiarize oneself with the content of the Service Terms and to agree to the terms specified in the Service Terms.
  5. The Supplier reserves the right to limit access to the Service for the Customer whose representing Users do not meet the conditions specified by the Supplier in the Service Terms.
  6. The Software is available on the Internet. The Supplier will make every effort to ensure that data transmission via the Internet as part of using the Software is secure, i.e. that transmitted information is sent with the confidentiality, integrity, and completeness of the transmitted data.

§3. Service Conditions

  1. Subscription to the Software and its use are conditional upon acceptance of these Service Terms and applicable laws.
  2. The Service provided by the Supplier to the Customer of a free Subscription:
    1. includes providing the Software as part of the maintained Infrastructure solely for the purpose of testing the Software,
    2. does not include technical support for Users.
  3. The Supplier does not allow the Customer to use the Free Subscription for production and commercial purposes.
  4. The Service provided by the Supplier to the Customer of a paid Subscription:
    1. includes providing the Software as part of the maintained Infrastructure,
    2. includes processing sets entrusted by the Customer to the Supplier as a Data Processor,
    3. includes technical support for Users.
  5. Subscription to the Software can be made using the forms provided for this purpose on the Supplier's websites and begins with a Free Subscription.
  6. The Free Subscription to the Software expires automatically if it is not paid within 14 days from the date of subscription and all collected personal data is automatically deleted in accordance with the provision in par. 9 sec. 2.
  7. The Paid Subscription to the Software starts from the date of payment of the subscription fee.
  8. The Customer can resign from the Paid Subscription at any time by canceling it or not paying for the next subscription period.
  9. The Customer is not entitled to a refund for the Paid Subscription, the subscription period of which has not been fully consumed.
  10. The Paid Subscription expires automatically, and all collected personal data is automatically deleted in accordance with the provision in par. 9 sec. 2 if the next subscription period is not paid.

§4. Rights of the Parties

  1. The Supplier, on behalf of the Producer, grants the Customer a paid and non-exclusive license to use the Software in accordance with its purpose and functionality. The license entitles the Customer and Users to temporarily multiply the Software by displaying it and using it for the purposes specified in par. 2.
  2. It is forbidden to publish unlawful content through the Software, including:
    1. infringing the intellectual property rights of third parties,
    2. infringing the personal rights of CONREGO or third parties,
    3. conflicting with good manners,
    4. having a pornographic, racist, xenophobic, or unethical character,
    5. other content that violates the provisions of the applicable law in the territory of the Republic of Poland,
    6. and damaging the reputation of the Supplier and Producer.
  3. The Supplier is not responsible for publishing unlawful content through the Software.
  4. In the event of receiving an official notification or reliable information about the unlawful nature of content published through the Software, the Supplier has the right to immediately remove it without consulting the Customer.
  5. The Supplier is entitled to refuse to conclude an agreement and provide the Service or withdraw from an already concluded agreement if:
    1. The Customer provides Data that does not correspond to reality,
    2. The Supplier has previously terminated the agreement with the Customer due to circumstances for which the Customer is responsible,
    3. there is a reasonable fear that the Software will be used by the Customer for purposes inconsistent with the nature and purpose of the Service, in particular in a manner that violates the security and functioning of the Infrastructure and the Data stored within it,
    4. there is a fear that unlawful acts will be performed using the Software, in particular that SPAM will be transmitted,
    5. the Customer previously, personally or jointly with other persons or through other persons, used the Software in a manner inconsistent with its purpose,
    6. the Customer has exceeded the limits described in par. 6,
    7. the User representing the Customer is aggressive, rude, or addresses the Supplier's representative in an offensive manner.
  6. The Supplier has the right to entrust the current maintenance of the Software to a third party, which the User hereby agrees to by accepting the content of the Service Terms.
  7. The Supplier has the right to assign to third parties the rights and obligations arising from these Service Terms.

§5. Technical Conditions

  1. The Software consists of three main modules:
    1. Administrative Panel - designed as a web application for use on screens with a minimum width of 1200px,
    2. Event Pages - designed as a web application for screens of any resolution,
    3. CONREGO Check-in mobile application - designed as an application for installation and use on mobile devices with iOS and Android systems.
  2. The following are required to use the Software:
    1. an internet connection for all modules,
    2. an up-to-date web browser (Chrome, Firefox, or Edge version 115 or higher, Safari version 16.5 or higher, Opera version 101 or higher) with JavaScript and Cookies support enabled for the Administrative Panel and Event Pages modules.
  3. The Supplier reserves the right, but is not obliged, to change the characteristics, functions, and technical requirements of future versions of the Software.

§6. Service Limitations

  1. Under the Free Subscription, the Customer is limited by the following:
    1. The Customer may process Data for a maximum of 50 registered or imported Participants.
    2. To maintain the security of the infrastructure and the high reputation of the SMTP server, the function of sending emails to addresses other than the Customer's address is blocked. Lifting the email sending block requires a positive verification of the Customer's account, which can be initiated according to the instructions available in the application interface. Accounts negatively verified will be deleted.
    3. The Customer may store up to 100 Mb of data as described in paragraph 9.
  2. Under the Paid Subscription, the Customer is limited by the following:
    1. The Customer may process Data for a maximum of 10,000 registered or imported Participants,
    2. The Customer may send mailings to a maximum of 10,000 recipients within a single day,
    3. The Customer may store up to 1 Gb of data as described in paragraph 9.
    4. The intention to exceed the above limits (before it occurs), along with the justification of the situation, must be reported to the Provider in an email to support@conrego.com.
  3. The Provider has the right to charge additional fees for exceeding the applicable limits. The amount of the fees will be determined individually, depending on the load of the particular Subscription in relation to the entire Infrastructure.
  4. The Customer is entitled to a maximum of 3 hours of technical support per month.
  5. Technical support for the Customer and Users is provided Monday through Friday (except holidays and days legally free from work) from 9:00 AM to 5:00 PM, via chat on the Provider's websites, email at support@conrego.com, and phone at +48 95 725 36 77.
  6. Outside of working hours, technical support is provided via AI-powered chat and documentation available on the website https://conrego.com/support/introduction.
  7. Technical support does not include assistance in the use of equipment, operating systems, and third-party software used by Users.

§7. Supplier's Warranty and Liability

  1. The Supplier guarantees that the Infrastructure and Software will be available 99% of the time throughout the year.
  2. The Supplier reserves the right to interruptions in the availability of the Infrastructure and Software for the purpose of implementing updates. Customers will be notified of the interruption dates by email with as much advance notice as possible.
  3. The Supplier makes efforts to make the interruption periods as least burdensome as possible for the Customers.
  4. In the event of interruptions in access to the Infrastructure and Software lasting more than 2 hours, the Customer has the option to request a free extension of the subscription period by 1 day for each additional hour of interruption, after the first 2 hours have elapsed.
  5. The Supplier is not responsible for the improper functioning of the Software caused by:
    1. its improper use or unauthorized modification by the User,
    2. faulty operation of hardware or third-party software on the User's side,
    3. actions of third parties who are not subcontractors of the Supplier,
    4. an event described in par. 8.
  6. In the event of detecting defects or errors in the operation of the Software, the Customer has the right to request their removal by the Supplier within a period dependent on the nature and complexity of the defect (warranty repair).
  7. The Supplier is not responsible for technical problems or technical limitations in computer hardware and tools (e.g., inappropriate versions of web browsers) used by the User, which prevent or hinder the User from using the Software.

§8. Force Majeure

  1. Force Majeure means an unforeseeable, unavoidable, and beyond the control of the parties event or circumstance that prevents the performance of all or a substantial part of their obligations under this Agreement. Examples of Force Majeure events include: war and acts of war, natural disasters, ionizing or radioactive radiation, terrorism, strikes, embargoes, technical failures, power supply failures, exceptional adverse weather conditions, and other unforeseeable circumstances beyond the control of the Parties, where taking precautionary measures by the affected party would be unreasonable and which the affected party cannot avoid even with all due diligence.
  2. In the event of Force Majeure:
    1. The Parties shall not be in breach of their obligations under the Service Terms, unless they relate to payments,
    2. Neither Party shall be liable for any losses or damages suffered by the other Party resulting from such event.
  3. In the event of Force Majeure, the Supplier shall notify the Customer in writing or by any other means possible at the time of the occurrence of such event.
  4. During the period of Force Majeure, obligations arising from the Service Terms may be suspended or limited.
  5. The Parties shall seek mutual agreement to modify or extend the deadlines arising from the Service Terms and to establish procedures for returning to normalcy after the cessation of the Force Majeure event.

§9. Data Processing

  1. The use of the Software may result in the creation of the following Data sets:
    1. Customer Data,
    2. Users Data,
    3. Participants' Data and logs of changes to the Participants' Data,
    4. Sales documents (pro forma, final, and corrective invoices),
    5. Personalized documents (tickets, entry passes, certificates),
    6. Report documents (XLS spreadsheets containing Participant Data and statistics),
    7. Documents and graphic files provided by the Customer on the Event website.
  2. The Supplier stores the Data sets entrusted by the Customer described in sec. 1, points b-g, for a period of 90 days after the expiration of an unpaid Paid Subscription.

§10. Personal Data Processing Agreement

  1. In order to fulfill the obligations arising from Article 28 of the General Data Protection Regulation (GDPR), the Customer entrusts the Supplier with the processing of personal data necessary for the provision of the Service.
  2. The Customer declares that the personal data entrusted to the Supplier has been collected in accordance with applicable laws, and that the Customer is either the Data Controller or is authorized by the Data Controller to process and further entrust personal data.
  3. The Customer and Users are obliged to inform Participants about:
    1. the terms of use of the Software and its purpose,
    2. the terms of registration and participation in the organized Event,
    3. the purposes of processing Participants' personal data,
    4. the legal basis for processing personal data in the system,
    5. the duration of processing,
    6. the potential sub-processing of personal data,
    7. the transfer of personal data to other entities and third countries.
  4. The Customer, who creates a data set understood as a set of personal data in accordance with the GDPR, automatically becomes a Data Controller or Processor of personal data.
  5. The Customer acknowledges that the use of the Software does not require the collection, storage, and processing of special categories of personal data and assumes full responsibility for their use, storage, and processing by Users who have access to them. Special categories of data include personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health, sexuality, or sexual orientation.
  6. The Supplier declares that it undertakes to use the entrusted personal data only to the extent necessary for the fulfillment of obligations arising from the regulations and within the scope specified in the privacy policy.
  7. The Supplier declares that it processes the entrusted personal data in accordance with Article 28(3) of the GDPR, taking into account the nature of the processing and the information available to it, and takes all measures required under Article 32 of the GDPR.
  8. The Supplier reserves the right to disclose selected information regarding the Customer or User using the Software to the competent authorities or third parties that request such information, based on the appropriate legal basis, only if it is in accordance with the provisions of the applicable law in the territory of the Republic of Poland. Except as indicated above, information regarding the User or person using the Software will not be disclosed to any third party without the Customer's consent.
  9. The User is responsible for the security of the access data to the Subscription and must not disclose this data to third parties. If there is a need to create an additional User account within the Subscription, the appropriate form available in the Users section should be used.
  10. The User is obliged to immediately notify the Supplier of any changes to the personal data provided by themselves or the Customer.
  11. The User is obliged to immediately update the access data to the Subscription if there is suspicion that this data has been taken over by third parties.
  12. The Supplier informs that upon the User's connection to the Software, information about the number (including IP) and type of User's end device from which the User connects to the Software appears in the system logs of the service. The Supplier informs that, in accordance with the provisions of the applicable law in the territory of the Republic of Poland, it will also process data concerning the number (including IP) and type of User's end device using the Software, as well as the connection time with the Infrastructure. These data are processed, in particular, for technical purposes and for collecting general statistical information.
  13. After the User's use of the Service is completed, the Supplier may process the personal data of the Customer and Users to the extent necessary to achieve the following purposes:
    1. determining whether the User's use of the Software was in accordance with the Service Terms and the law, and clarifying the circumstances of any unauthorized use of the Service,
    2. providing the User with materials that constitute advertising or promotion of the Software (in the case of CONREGO having valid consent to perform the above activities).
  14. The Supplier has the right to use selected Subscription data (including, among others, the number of registered Participants) for its own analyses aimed at ensuring the development of the functionality of the Software. These data may be published by the Supplier, but only as part of aggregated summaries regarding the use of the Software, in a manner that does not individualize specific Customers, Users, and their Subscriptions. The use of data does not include personal data of Participants.

§11. Customer's Liability for the Sale of Services through the Software

  1. The Customer, who offers the sale of services (e.g., tickets, accommodations) through electronic payment methods and the Software, should have an active customer account on one of the payment platform operators integrated with the Software.
  2. The list of payment platforms integrated with the Software is available in the Integrations> Payment methods section in the Software's Administrative Panel.
  3. Integration of the chosen electronic payment method with the Software requires providing appropriate identifiers, configuration parameters, and access data to the payment service operator in the relevant form.
  4. Before the Customer starts selling their own services and accepting payments from Participants using the chosen payment method, they are obliged to:
    1. fully test the integration of the Software with the chosen payment method (including authorization and settlement of transactions in a test environment, e.g., using a test account or applying multipliers reducing transaction amounts to minimum values),
    2. cover all costs resulting from fees and commissions charged by the payment operator with whom they have entered into a cooperation agreement,
    3. inform Participants about the refund policy in case of withdrawal from participation in the organized Event and handle any refunds through their own channel,
    4. correctly configure and test the generation of pro forma invoices and final invoices in terms of the correctness of the data contained in them and other parameters required by law in their respective tax jurisdiction.
  5. The Supplier is not responsible for incorrect integration and configuration of payment methods, as well as for defective transaction data, incorrectly issued invoices, or incorrect payment reports resulting from errors.

§12. Copyright

  1. The exclusive copyright to the Software belongs to the Producer. The exception to this rule is the elements of the Software that are libraries originating from „open source” software.
  2. The libraries have been included in the Software and are distributed in accordance with the license terms specifying the rules for their use.
  3. The Customer and Users are obliged to comply with Service Terms for using the Software, including the inclusion of the license terms for using the open source libraries contained in the Software.
  4. The Customer and Users acknowledge that failure to comply with the above obligation may result in infringement of the exclusive copyright to the Software and may hold the Customer legally liable for such infringement.

§13. Confidential Information

  1. Supplier, Producer and Customers, referred to as the Parties, agree that all information disclosed before and during the performance of the agreement constitutes Confidential Information.
  2. In particular, Confidential Information includes information that is a trade secret of the Parties within the meaning of Article 11(4) of the Act of 16 April 1993 on combating unfair competition (Polish Journal of Laws of 1993, No. 47, item 211, as amended), including all technical, technological, organizational, and any other information of economic value that is not generally known and for which the Parties have taken appropriate steps to maintain its confidentiality.
  3. Confidential Information also includes any other information that is not a trade secret but whose disclosure could harm the Parties.
  4. The Parties shall not disclose, use, or disseminate Confidential Information without the prior written consent of the other Party. In particular, the Parties shall:
    1. protect Confidential Information by exercising at least the same care as the other Party in protecting Confidential Information,
    2. use the obtained Confidential Information solely for the purpose of carrying out the cooperation between the Parties.
  5. Upon request, all obtained Confidential Information and their carriers shall be returned to the other Party.
  6. The obligations described in this Agreement do not apply to:
    1. information publicly known before the date of this Agreement or that became publicly known after the date of this Agreement without the fault of either Party,
    2. Confidential Information that a Party is required to disclose pursuant to a court order or decision of a competent authority in connection with any other order arising from legal provisions or ongoing proceedings conducted by the competent authorities. In such a situation, to the extent possible, the Party shall inform the other Party of this fact so that the other Party can take, at its own expense, actions to prevent the disclosure of Confidential Information,
    3. Confidential Information disclosed by a Party if such disclosure has been approved in writing by the other Party.

§14. Complaints

  1. The Customer has the right to file complaints regarding the quality of the Services provided.
  2. Complaints shall be submitted electronically to the email address: support@conrego.com.
  3. The complaint should include complete data of the Customer and User, excluding the password enabling login, and a description of the objections raised, if possible supplemented with screenshots documenting the subject of the complaint.
  4. The Supplier shall consider complaints as soon as possible, but no later than 14 working days. The response to complaints will be sent to the User exclusively via email.

§15. Final Provisions

  1. The Service Terms may be amended, of which the Customers will be notified in accordance with the provisions of the applicable law in the territory of the Republic of Poland.
  2. In the event that the amendment to the Service Terms concerns Customers and Users using the Software under a Subscription, the Customers have the right to terminate the Service Agreement within 30 days from the date of receipt of the notice of the amendment to the Service Terms, without any compensation. The termination should be made in writing and sent to the address: CONREGO Sp. z o.o., Plac Jana Pawła II 108a/2, 66-400 Gorzów Wlkp. The new Service Terms will apply to the Customer and User in the event of no termination of the Agreement within the above-mentioned period.
  3. Users may access these Service Terms at any time via a link published in the footer of the Supplier's websites and download and print them.
  4. The transfer of essential provisions of the Service Agreement to the User is made by publishing the content of the Service Terms on the Supplier's websites.
  5. The Parties declare their readiness to resolve any disputes arising from the performance of the agreement and the Service Terms primarily through mutual agreement.
  6. In the event of the inability to reach an amicable settlement of the dispute, the court competent for any claims arising from this agreement is the court competent for the registered office of the Supplier.
  7. The law applicable to the Service Agreement is the law in force in the territory of the Republic of Poland.