Terms of service

Terms of Service

Last updated: 30 July 2025

These Terms of Service govern your use of our website located at https://ave-europa.eu, operated by Ave Europa.

1. Acceptance of Terms

By accessing or using this website, you agree to be bound by these Terms. If you do not agree, please do not use the site.

2. Use of the Site

You agree to use this site for lawful purposes only. You must not:

  • Attempt to gain unauthorized access to the site
  • Post offensive, illegal, or abusive content
  • Use the site to harm others or interfere with their use

3. Intellectual Property

All text, images, graphics, and logos are the property of AVE Europa unless otherwise stated. Reproduction or redistribution without written permission is prohibited.

4. Links to Other Websites

Our site may contain links to third-party websites. We are not responsible for their content or privacy practices.

5. Limitation of Liability

We make no guarantees that the site will be secure or error-free. AVE Europa will not be liable for any direct or indirect damages resulting from the use of this website.

6. Account Responsibilities

If you register an account, you are responsible for maintaining its confidentiality and for all activities that occur under your login credentials.

7. Termination

We reserve the right to suspend or terminate access to our site at any time without notice if these Terms are violated.

8. Governing Law

These Terms are governed by and interpreted according to the laws of the applicable EU jurisdiction.

9. Contact

For questions or concerns about these Terms, please contact:
📧 Email: legal@ave-europa.eu
🌐 Website: https://ave-europa.eu

Annex A: Event Terms & Conditions

1. Organiser Events are organised by AVE Europa through its registered legal entity and national chapter legal entities. All event communication uses official channels.

2. Tickets and Payment. If an event requires Tickets to attend (e.g. General Assembly), Tickets are personalised. Confirmation is sent by email.

3. Refunds and Transfers. Ticket sales are final and non-refundable. However, tickets are transferable to another person. Participants may request a name change on their ticket up to 7 days (one week) prior to the start of the event. Requests made less than 7 days before the event cannot be guaranteed to be processed.

4. Event Changes or Cancellation (Organiser). Ave Europa may adjust programme elements where needed. If the event is cancelled entirely, the ticket price will be refunded. Travel and external costs are not reimbursed.

5. Right to Refuse (External Guests): Ave Europa reserves the right to cancel the tickets of external guests (non-members) prior to an event. If the organisers have reason to believe an external guest may disrupt the event or is not aligned with Ave Europa’s goals, the ticket will be cancelled and fully refunded.

6. Accommodation. If included, rooms are assigned based on availability and logistics. If adjustments are needed, equivalent alternatives are arranged.

7. Behaviour and Conduct. Participants must follow AVE Europa rules and staff instructions. Misconduct can lead to removal without refund.

8. Liability. AVE Europa is not liable for personal injury, theft or loss unless caused by proven negligence.

9. Media Use and Livestreaming. By attending the event, participants consent to being photographed and filmed in a general capacity. Please be aware that specific parts of the event (e.g., Panel Discussions) will be live-streamed. By entering the event premises and attending these sessions, you acknowledge and agree that your image and voice may be recorded and broadcast globally.

10. Force Majeure AVE Europa is not responsible for disruptions caused by factors outside its control.

11. Contact: For support regarding events reach out to events@ave-europa.eu

Annex B: GDPR & Privacy Notice for Events

1. Data Controller AVE Europa is the controller for all event related personal data.

2. Data Collected Name, email, payment confirmation data, accommodation preferences, diet/accessibility needs, and optional emergency contact.

3. Purpose Used for registration, logistics, safety management and essential communication.

4. Legal Basis Contractual necessity, legitimate interest and consent for optional data fields.

5. Third-Party Processors & Access Internal access is limited to organisers from National Chapters and Ave Europas International Event, Finance and Tech teams on a needs-to-know basis. To organise the event and process data efficiently, we may use the following third-party service providers:

  • Google Forms, Google Calendar and Google Meets: For registration, surveys, and data collection.
  • WooCommerce: For ticketing and order management.
  • Stripe, PayPal, Klarna: For secure payment processing.
  • X (formerly Twitter) and Meta Services: For event updates and social media interaction.
  • The event venue and related services e.g. catering, receive only logistics-critical information (e.g. names for rooming lists or food preferences).

6. Photos, Video and Livestreaming General event documentation includes photography, filming, and live-streaming of select sessions. This processing is based on legitimate interest for event promotion and accessibility. Attendees agree to this processing by strictly adhering to the Terms & Conditions (Annex A).

7. Retention Data is retained for up to six months after the event and then deleted securely.

8. Rights Participants may request access, correction, deletion or restriction, or file a complaint with an authority.

9. Security Data is stored securely with restricted access and appropriate technical safeguards.