General Event Participation Terms and Conditions - Studio DR sp. z o.o.

Last updated: July 17, 2026

I. PURPOSE OF THE DOCUMENT

These „General Terms and Conditions for Participation in Events organized by Studio DR sp. z o.o.” (hereinafter: the General Terms) set out the content of the agreement, including the rights and obligations of the parties, concluded between a participant and Studio DR sp. z o.o. as the organizer of the event.

II. DEFINITIONS

Capitalized terms used in the General Terms shall have the following meanings:

  • Organizer – Studio DR sp. z o.o. with its registered office in Wisła (43-460), ul. Malinka 65D/2, entered in the register of entrepreneurs of the National Court Register (KRS) under number 0000112221, Tax ID (NIP) 548-10-11-757, Statistical Number (REGON) 070569257 (hereinafter also referred to as: „Studio DR”). Contact e-mail address for matters related to the organization of events: wydarzenia@studiodr.pl
  • Content Partner – DeoLink, a registered association with its registered office in Wisła (43-460), ul. Malinka 65D/2, which is the sole owner of the Organizer, holding 100% of the shares in its share capital. The Content Partner is responsible for the substantive preparation of all or part of the Event’s integration program, in particular „soft-skills” activities (workshops, interpersonal skills training, integration activities), and also provides Volunteers to support the delivery of that program. The Content Partner is not a party to the agreement concluded with the Participant and bears no liability toward the Participant for the performance of the Contractual Service – such liability rests solely with the Organizer. With regard to personal data processed for the Content Partner’s own purposes (image/likeness, information about DeoLink’s activities), the Content Partner acts as a separate data controller – the rules of such processing are set out in Chapter VI of the General Terms. DeoLink’s statute is available at https://deolink.org/statute/.
  • Event – a conference, workshop, training session, integration meeting, or other form of gathering organized by the Organizer that requires a Participant to register by name, regardless of whether participation in the Event is paid or free of charge. The Event does not constitute a package travel service or a linked travel arrangement within the meaning of the Act of 24 November 2017 on Package Travel and Linked Travel Arrangements, and these General Terms do not govern an agreement for participation in a package tour. Accordingly, the Participant is not entitled to the rights granted to travelers under that Act, including protection in the event of the tour operator’s insolvency or benefits from the Tourist Guarantee Fund.
  • Contractual Service – the activities provided to the Participant in accordance with the program of a given Event, including in particular: registration of participation, provision of the Event venue and catering for participants (delivered by the Organizer), as well as the program activities prepared substantively by the Content Partner – on the terms set out in these General Terms.
  • Participant – a natural person registered (signed up) for the Event. Minor Participants are registered by their parents/legal guardians and, as a rule, remain under their care during the Event.
  • Volunteer – a natural person who, in connection with the preparation and delivery of the Event, voluntarily and without remuneration performs services for the Content Partner (DeoLink), on the terms set out in the Act of 24 April 2003 on Public Benefit Activity and Volunteer Work (consolidated text: Journal of Laws of 2023, item 571, as amended). Due to the Organizer’s legal status as a commercial company, the Organizer does not make use of Volunteers’ services within the meaning of that Act – Volunteers support only the Content Partner.
  • Registration System or System – the functionality made available on the website related to a given Event, enabling the process of registering (signing up) participants for the Event. The web address of the Registration System is indicated separately for each Event, in particular in the invitation or announcement of the Event.
  • User – any person using the System to register for the Event.
  • Conclusion of the participation agreement for the Event – the moment at which the Organizer delivers to the User, at the e-mail address provided during registration, confirmation that the registration has been accepted and that attendance at the Event has been approved.
  • Privacy Policy – the applicable rules for handling the personal data of users of the websites administered by the Organizer, available at https://studiodr.pl/privacy-policy/.

III. PARTICIPANT REGISTRATION / TERMS OF PARTICIPATION

  1. In order to take part in an Event, registration of participation must be completed via the Registration System, and for paid Events, the fee must be paid in the amount and on the terms specified separately for each Event in the Registration System.
  2. Registration of participation in Events takes place exclusively online via the Registration System.
  3. The technical requirements for using the Registration System do not differ from the technical requirements for using the Internet. The User must have a computer with Internet access and software enabling browsing of its resources.
  4. The scope of the System’s operation includes storing in a database the registration of the User and/or the persons registered by the User, as well as the Organizer’s handling of that registration.
  5. Registration of participation continues until the pool of places is exhausted, but no later than the date set by the Organizer, of which it informs via the Registration System and/or the Event’s website – if such a website has been launched.
  6. To register correctly in the System, the User is required to complete all fields marked as mandatory (usually marked with a *).
  7. The User guarantees that all data provided in the Registration System is correct.
  8. Completion of the registration process requires the User to declare that they have read and accept the content of the General Terms (consent to conclude the participation agreement for the Event), which also includes acceptance of the processing of personal data for purposes related to the performance of the Contractual Service.
  9. Following successful verification of the registration, a message confirming receipt of the registration and conclusion of the participation agreement for the Event will be sent to the e-mail address provided in the registration form.
  10. The number of places available for participation in the Event is limited. In special cases, the Organizer reserves the right to qualify Participants for participation in the Event according to a key other than order of registration.

IV. RIGHTS AND OBLIGATIONS OF THE ORGANIZER

  1. The Organizer makes every effort to ensure that the Contractual Service is performed in accordance with the description of the Event placed in the Registration System and/or on the Event’s website (if such a website has been launched).
  2. In preparing the substantive content of the Event’s integration program, the Organizer relies on the support of the Content Partner – DeoLink. Entrusting the substantive preparation of the program to the Content Partner does not release the Organizer from liability toward the Participant for the proper performance of the entire Contractual Service.
  3. The Organizer reserves the right to change the date of the Event for reasons beyond its control. In such a case, withdrawal from participation in the Event may take place free of charge. The Organizer does not cover any additional costs incurred by the Participant in connection with the Event.
  4. The Organizer reserves the right to change speakers, activity leaders, and/or the program where this results from reasons beyond its control. In such a case, the Participant is not entitled to compensation from the Organizer.
  5. The Organizer undertakes to use the personal data made available by the User solely for the purposes and on the terms set out in these General Terms.
  6. The Organizer is not liable for any unavailability of the Registration System arising from a failure of the telecommunications network, or for other effects of malfunctioning telecommunications links and any resulting damage.
  7. The Organizer is not liable for Participants’ belongings that may be lost, damaged, or stolen during the Event.

V. RIGHTS AND OBLIGATIONS OF THE PARTICIPANT

The Participant has the right to take part in all items of a given Event’s program and to use any additional services provided for in that program or made available by the administrator of the venue where the Event takes place. During Events, the Organizer takes care to maintain a pleasant and courteous atmosphere, and accordingly requires all Participants to:

  1. refrain from actions that could hinder or disrupt the running of the Event, in particular actions that could hinder other Participants’ use of the Event;
  2. refrain from actions that could infringe the privacy of other Participants, in particular collecting, processing, or disseminating information about other Participants without their explicit consent;
  3. refrain from actions that damage the reputation of the Organizer, the Content Partner, or entities cooperating with them;
  4. comply with the law, the principles of social coexistence, and good customs;
  5. comply with all detailed rules or regulations established for a given Event;
  6. observe the ban on consuming alcohol and on possessing or using any psychoactive substances.

Participants bear full financial liability for any damage they cause, both on the premises where any activities related to the Event are conducted and at accommodation locations. During the Event, the Participant is obliged to comply with the organizational instructions of the Organizer and its representatives, as well as of the Content Partner’s representatives leading the program activities, including Volunteers acting on behalf of the Content Partner. This applies in particular to the ban on recording video, audio, and/or photographing presenters’ appearances without their consent. Participants are required to comply with safety rules and occupational health, safety, and fire regulations in force at the venue where the Event is organized.

VI. PROCESSING OF PERSONAL DATA

  1. The personal data of Participants and Volunteers is processed on the basis of the applicable personal data protection laws and on the terms set out below, without prejudice to the specific rules in force under the Privacy Policy.
  2. In implementation of Article 13(1) and (2) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter: „Regulation 2016/679”), the Organizer informs as follows:
    1. The controller of the Participant’s personal data is – depending on the purpose of processing indicated in point (c) below – Studio DR sp. z o.o. with its registered office in Wisła (43-460), ul. Malinka 65D/2 (hereinafter: „Data Controller” or „Studio DR”), or the Content Partner, i.e. DeoLink, a registered association with its registered office in Wisła (43-460), ul. Malinka 65D/2. Each of these entities, with respect to the purposes assigned to it in point (c) below, independently determines the purposes and means of processing personal data and bears separate liability for such processing.
    2. Studio DR has appointed a Data Protection Officer, who can be contacted at the e-mail address: iod@studiodr.pl or in writing at the Controller’s registered office address, marked „Data Protection Officer.”
    3. The purposes, scope, legal basis, and other rules for processing the Participant’s personal data are as follows:
      1. Purpose: conclusion of the agreement (agreement for use of the Contractual Service) – Controller: Studio DR:
        • Scope of data: identification and contact data (first name, surname, date of birth, home address, e-mail address, phone number).
        • Legal basis: Article 6(1)(b) of Regulation 2016/679, i.e. processing is necessary for the performance of a contract to which the data subject is party, or in order to take steps at the request of the data subject prior to entering into a contract.
        • Data processing period: for the term of the agreement, i.e. generally until completion of the Service, and in specific situations for the period resulting from applicable law, including until the expiry of the limitation period for any claims related to the performance of the agreement or the mandatory document-retention period for tax authorities – whichever period is longer.
        • Data processing rights: the right of access to personal data, the right to rectification of personal data, the right to request that the controller restrict the processing of personal data, and the right to lodge a complaint with the supervisory authority – the President of the Personal Data Protection Office.
        • Obligation to provide data: a contractual requirement. Failure to provide the data will result in the inability to conclude the agreement for performance of the Contractual Service, and thus in the inability to participate in the Event.
      2. Purpose: promotion of the activities of the Organizer and the Content Partner – the Participant’s image/likeness (photographs, videos, and audio recordings made during the Event) – Controllers: Studio DR and DeoLink:
        • Scope of data: the Participant’s image/likeness.
        • Legal basis: the granting of separate, voluntary consent – Article 6(1)(a) of Regulation 2016/679; the consent (given separately for each entity) covers the use of the image/likeness by both Studio DR and DeoLink, in each case for promotional purposes appropriate to that entity’s activities.
        • Data processing period: until consent is withdrawn – separately with respect to each Controller.
        • Data processing rights: the right of access, rectification, restriction of processing, erasure, data portability, withdrawal of consent at any time without affecting the lawfulness of processing carried out before its withdrawal, and the right to lodge a complaint with the President of the Personal Data Protection Office – the Participant exercises these rights separately with respect to each Controller to which the request is directed.
        • Obligation to provide data: voluntary; does not affect the ability to take part in the Event, but is necessary for this purpose to be achieved with respect to the given Controller.
      3. Purpose: informing the Participant about other Events and undertakings of the Organizer – Controller: Studio DR:
        • Scope of data: the Participant’s contact data (first name, surname, e-mail address, phone number).
        • Legal basis: Article 6(1)(f) of Regulation 2016/679 – the Organizer’s legitimate interest.
        • Data processing period: until an objection is raised.
        • Data processing rights: the right of access, rectification, restriction of processing, objection to processing, and lodging a complaint with the President of the Personal Data Protection Office.
        • Obligation to provide data: voluntary; does not affect the ability to take part in the Event, but is necessary to achieve this purpose.
      4. Purpose: informing the Participant about the activities, events, and initiatives of the Content Partner (DeoLink) – Controller: DeoLink:
        • Scope of data: the Participant’s contact data (first name, surname, e-mail address, phone number).
        • Legal basis: Article 6(1)(f) of Regulation 2016/679 – the Content Partner’s legitimate interest, consisting in informing persons taking part in programs co-created by DeoLink about DeoLink’s own activities, events, and initiatives.
        • Data processing period: until an objection is raised.
        • Data processing rights: the right of access, rectification, restriction of processing, objection to processing, and lodging a complaint with the President of the Personal Data Protection Office – exercised directly with the Content Partner (DeoLink).
        • Obligation to provide data: voluntary; does not affect the ability to take part in the Event, but is necessary to achieve this purpose.
      5. Purpose: additional benefits for the Participant (adapting performance of the Contractual Service to individual needs) – Controller: Studio DR:
        • Scope of data: data voluntarily provided by the Participant (e.g. in the „Other” or „Remarks” fields of the form).
        • Legal basis: the granting of separate consent – Article 6(1)(a), and in the case of special categories of data – Article 9(2)(a) of Regulation 2016/679.
        • Data processing period: until consent is withdrawn.
        • Data processing rights: the right of access, rectification, restriction of processing, erasure, data portability, withdrawal of consent at any time without affecting the lawfulness of processing carried out before its withdrawal, and the right to lodge a complaint with the President of the Personal Data Protection Office.
        • Obligation to provide data: voluntary; does not affect the ability to take part in the Event, but is necessary to achieve this purpose.
    4. With respect to the purposes for which the Content Partner (DeoLink) is the data controller, as indicated in point (c) above, the Content Partner processes the Participant’s personal data as a separate data controller – on its own account and at its own responsibility, and not under a data processing agreement concluded with Studio DR.
    5. To exercise the rights referred to above, an appropriate request should be sent to the relevant Controller: for purposes for which Studio DR is the Controller – by e-mail to iod@studiodr.pl or in writing to: Studio DR sp. z o.o., ul. Malinka 65D/2, 43-460 Wisła, marked „Personal Data”; for purposes for which the Content Partner (DeoLink) is the Controller – by e-mail to iod@deolink.org or in writing to: DeoLink, ul. Malinka 65D/2, 43-460 Wisła.
    6. Contact details of the supervisory authority competent to receive complaints regarding the processing of personal data: President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, https://uodo.gov.pl/
    7. With respect to the purposes for which Studio DR is the Controller, the recipient of the Participant’s data may be the Content Partner (DeoLink), in particular in connection with delivery of the Event’s program (the Contractual Service). Apart from this, and apart from the cases indicated above, personal data will not be transferred to other entities, except entities authorized to process it under applicable law and entities providing services necessary for the Organizer’s ongoing operations, with which the Data Controller has concluded data processing agreements in accordance with Article 28 of Regulation 2016/679. The transfer of the Participant’s data to the Content Partner with respect to the purposes indicated in point (c) above takes place in order to enable the Content Partner to independently process such data as a separate controller, and does not constitute entrustment of data processing within the meaning of Article 28 of Regulation 2016/679. Due to the database management tools used by the Controller, the Participant’s personal data may be processed in the territory of a third country within the meaning of Regulation 2016/679. Detailed information about entities from third countries to which data may be made available, and about the data-protection mechanisms applied in such cases, is made available by the Controller at the request of the data subject.
    8. Due to the database management tools used by the Organizer, personal data may be processed in the territory of a third country within the meaning of the GDPR. Detailed information about entities from third countries to which data may be made available, and about the data-protection mechanisms applied in such cases, can be found at the following link: https://studiodr.pl/data-transfer-to-third-countries/
    9. The Participant’s personal data will not be used to make decisions based solely on automated processing, including profiling.

VII. FINAL PROVISIONS

  1. The provisions of the „General Terms and Conditions for Participation in Events organized by Studio DR sp. z o.o.” govern the rules for performance of the Contractual Service, form an integral part of the registration for participation in the Event, and are binding on all Participants.
  2. Neither Party (i.e. neither the Participant nor the Organizer) may transfer to a third party any rights arising from the General Terms without the other Party’s written consent.
  3. The Organizer reserves the right to use the Participant’s e-mail address and/or phone number provided during registration for the Event in order to send Participants important organizational information, including information about changes to the Event’s program.
  4. The Participant acknowledges that any events or incidents breaching the provisions of the General Terms may constitute grounds for refusing the Participant the right to take part in the Event and for requiring the Participant to leave the Event venue or the premises where the Event is organized, without compensation or reimbursement of costs incurred in connection with participation in the Event.
  5. The Organizer reserves the right to make changes to the „General Terms and Conditions for Participation in Events organized by Studio DR sp. z o.o.”
  6. In the event of a change to the General Terms, they will be delivered to Users by publishing the updated content on the Registration System’s website.
  7. After the Organizer announces a change to the General Terms, every Participant who has registered for the Event should promptly review the changes. If a Participant does not accept the changes, the Participant should notify the Organizer of that decision in writing by electronic means at wydarzenia@studiodr.pl. The notice must reach the Organizer no later than 14 days after the amended General Terms enter into force. If the Organizer does not receive such notice within that period, the Participant will be deemed to have accepted the changes to the General Terms.
  8. Disputes arising in connection with performance of the Contractual Service will first be settled amicably.
  9. If an amicable resolution of the dispute is not reached, the competent court will be determined under the general rules arising from the Code of Civil Procedure.
  10. In all matters not regulated in this document, the relevant provisions of the Civil Code shall apply, and, with respect to the protection of personal data, Regulation 2016/679 and the Act of 10 May 2018 on the Protection of Personal Data.
  11. The Organizer may be contacted at: Studio DR sp. z o.o., ul. Malinka 65D/2, 43-460 Wisła, tel. 33 855 3621, e-mail: wydarzenia@studiodr.pl.