General Terms and Conditions

These General Terms and Conditions are valid for each attendee registered for ECSS 2025. The summit is co-hosted by Informatics Europe (hereafter referred to as “IE”) and the University of Rennes and organized as an in-person Summit in Rennes (France) between 27-29 October 2025. Any registered person is considered an attendee.

Registration

The registration deadlines, fees and registration link for ECSS 2025 are as presented on the Summit website. The registration will only be confirmed upon receipt of payment in full.

Data Protection and Sharing of Contact Details

• The collection and processing of personal data will comply with the current EU regulation “GDPR”. When entering your data into the online registration form, we collect this data from you to process your registration to ECSS 2025. The data is secured from unauthorized access. Since the GDPR is based on an agreement, you can request to delete your data at any time.
• When you register for ECSS 2025, you agree that we handle your registered data in the informatics-europe.org server. IE will use this data for the preparation and execution of ECSS 2025, including communicating with attendees and obtaining feedback in regards to ECSS 2025. In doing so, we may share contact details of attendees with employees of IE, the University of Rennes, the ECSS 2025 Committees and, when consent has been provided during registration, with other participants. IE will not sell or disclose your personal information to other third parties without your consent.

In case of data protection inquiries, please contact us by This email address is being protected from spambots. You need JavaScript enabled to view it..

Registration Fees and Payment

• ECSS 2025 registration fees, which include VAT, are as advertised on the website and can be paid by credit card or bank transfer in Euro (EUR).
• For credit/debit card payments, once the full payment is completed, a payment confirmation will be sent to the attendee’s registered email address in due course. An official invoice marked as paid will be provided by University of Rennes, the ECSS co-host, within the next few days via email: This email address is being protected from spambots. You need JavaScript enabled to view it.
• For bank transfer payments, within three working days of the registration request submitted via the ECSS webpage, the University of Rennes will send the attendee an official quotation for the paying institution to issue a purchase order. The attendee will receive registration confirmation per email once the University of Rennes issues the related invoice.
• Registration fees must be paid within the period communicated in the registration system/invoice. Any bank charges incurred during the payment process are the responsibility of the attendee. Payment must be made in full for the registration to be confirmed. Otherwise, IE reserves the right to cancel the registration.

Letter of Invitation

• Attendees requiring an official Letter of Invitation can request one during the registration or later by contacting This email address is being protected from spambots. You need JavaScript enabled to view it. mentioning “ECSS” in the subject line. The Letter of Invitation does not financially obligate IE or the University of Rennes in any way. All expenses incurred in relation to the ECSS 2025 attendance are the sole responsibility of the attendee.

Visa Requirements

• It is the sole responsibility of the attendee to take care of their visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications.
• The ECSS General Organizing Committee can provide a letter of invitation to registered attendees for visa application purposes (see the above procedure). The ECSS General Organizing Committee will not directly contact embassies and consulates on behalf of visa applicants.

Certificate of Attendance

• A Certificate of Participation will be issued by IE to all attendees who participated in ECSS 2025.
• Each attendee will receive a soft copy of the Certificate via email around 10 working days after ECSS 2025. Only soft copies will be issued.

Cancellation by the Participant

• The paid ECSS registration fee minus an administration fee of EUR 30 will be refunded if cancellations are notified to the This email address is being protected from spambots. You need JavaScript enabled to view it. before the end of the early bird registration period. The refund will be issued by the original method of payment.
• No refund request will be considered after the end of the early bird registration period. However, a request can be made to transfer a registration to another participant, who will take over the booked arrangements in full. Please send your request to the This email address is being protected from spambots. You need JavaScript enabled to view it. using the email address provided for your ECSS 2025 registration, including the full name and email address of the nominated substitute. A EUR 30 administration fee will be charged for any name change request.
• Refunds will not be given for unattended events or early termination of attendance. In cases of cancellations due to personal matters after the cancellation deadline, please consult your personal insurance.

Modification of ECSS 2025 Programme

IE and the University of Rennes reserve the right to modify the programme, which is published as an indication only. No refunds will be granted in case the programme changes (including change of speakers).

Cancellation by Informatics Europe

• IE and the University of Rennes reserve the right to cancel or postpone ECSS 2025 due to events beyond the control of ECSS 2025 Committees. The cancellation will be communicated to participants on the website and by email without delay.
• In that case, IE and the University of Rennes reserve the right to reimburse the attendees after deducting costs already incurred for the organisation of ECSS 2025 which could not be recovered from third parties. The refund will be made to the attendees by the original method of payment.

Insurance and Other Costs

• Attendees of ECSS 2025 are responsible for purchasing the appropriate insurances (including but not limited to civil liability, accident and health insurance) for the entire ECSS 2025 period.
• Attendees shall assume all the costs associated with their participation in ECSS 2025 (including but not limited to accommodation, travel, and living expenses).
  ECSS 2025 General Organizing Committee strongly recommends all attendees get full travel insurance coverage.
• IE or the University of Rennes cannot be held liable by attendees for any damages, costs or financial losses incurred, such as transportation costs, accommodation costs and so on. Attendees are recommended to book refundable or changeable options to mitigate potential issues.

Intellectual Property Rights

IE, the University of Rennes, the ECSS 2025 speakers and/or presenters retain the copyright and intellectual property rights on their information, documents, files, presentations, and other content shared during ECSS 2025 and on the ECSS 2025 website.

Liability

• To the extent permitted by applicable law, IE, its Board of Directors, Executive Committee Members and employees shall not be liable for any direct, indirect or consequential damages of any kind, loss of profits and/or loss of data arising from and in connection with the participation in ECSS 2025. The liability of ECSS 2025 co-host (the University of Rennes) shall remain unaffected by this. Participation in ECSS 2025 is voluntary and at attendees’ own risk.
• Oral agreements shall not be binding if these have not been confirmed in writing by IE.
• IE or the University of Rennes do not warrant the adequacy, accuracy and/or completeness of the information presented during ECSS 2025 and published thereafter on the ECSS 2025 website.
• Attendees are responsible for their own safety and belongings during ECSS 2025. By registering for ECSS 2025, you waive any claims against the organisers arising from participation.

Acceptance of the General Terms and Conditions

• These General Terms and Conditions shall manage your attendance to ECSS 2025 and will be applied fully and affect your ECSS 2025 attendance.
• IE and the University of Rennes reserve the right to amend these General Terms and Conditions at any time. Registered attendees will be notified of such amendments. Attendees which do not accept these General Terms and Conditions shall inform the ECSS 2025 General Organizing Committee by This email address is being protected from spambots. You need JavaScript enabled to view it. within 14 days after the notification of the amended General Terms and Conditions. IE and the University of Rennes may exclude attendees, who do not accept the amended General Terms and Conditions of ECSS 2025.
• These regulations have been entered into force on 7 July 2025.