Hubionis Platform Terms & Conditions

§ 1. General Provisions

1.1. Scope of Terms

These Terms and Conditions govern the use of the Hubionis online platform (hereinafter: "Platform"), available at www.hubionis.com, which enables the organization, promotion, and participation in various types of events.

1.2. Definitions

Terms used in these Terms and Conditions shall have the following meanings:

• Service Provider – Cryptionis sp. z o.o. with registered office in Warsaw (01-471), ul. Narwik 8/35, Tax ID (NIP): 5223241648, KRS: 0001024788;
• Platform – Hubionis online service operating at www.hubionis.com, including the mobile application (PWA);
• User – a natural person with full or limited legal capacity, a legal entity, or an organizational unit without legal personality using the Platform;
• Account – an individual User profile on the Platform, enabling access to service features;
• Attendee – a User participating in events;
• Speaker – a User conducting presentations or workshops during events;
• Organizer – a User creating and managing their own events on the Platform;
• Platform Administrator (Admin) – a person managing Platform functionality on behalf of the Service Provider;
• Event – a meeting, conference, workshop, or other form of activity organized by an Organizer through the Platform;
• Booking – a User's registration for participation in a selected Event;
• Terms – this document together with the Privacy Policy and Cookie Policy.

1.3. Contact with Service Provider

Users may contact the Service Provider via:

• 📧 General email: contact@hubionis.com
• 📧 Legal matters: legal@hubionis.com
• 📧 Personal data protection (GDPR): privacy@hubionis.com
• 📞 Phone: +48 22 XXX XX XX (business hours: 9:00-17:00, weekdays)
• 📬 Mailing address: ul. Narwik 8/35, 01-471 Warsaw, Poland

§ 2. Changes to Terms

2.1. Right to Amend

The Service Provider reserves the right to amend these Terms for important reasons, such as:

• Changes in applicable law;
• Introduction of new Platform functionalities;
• Improvement of security or personal data protection;
• Changes to the business model or service provision conditions.

2.2. Notification of Changes

The Service Provider will inform Users of planned changes to the Terms at least 14 days in advance through:

• An announcement on the Platform's main page;
• An email message to the address associated with the Account;
• A push notification (if the User has consented).

2.3. Acceptance of Changes

Continued use of the Platform after the changes take effect constitutes acceptance of the new Terms. If a User does not agree, they have the right to delete their Account in accordance with § 3.7.

§ 3. Registration and Account Management

3.1. Registration Requirements

Account registration requires:

• Being at least 13 years old (users aged 13-17 require parental/guardian consent);
• Providing truthful personal data (first name, last name, email);
• Acceptance of these Terms and the Privacy Policy;
• Email verification by clicking the activation link.

3.2. User Roles

During registration, Users select one of the following roles:

• Attendee – can browse events, make bookings, rate events;
• Speaker – can additionally become a speaker at events (with Organizer consent);
• Organizer – can create their own events, manage attendees, collect payments.

Note: Changing from Attendee/Speaker to Organizer requires identity verification (document scan + selfie).

3.3. Account Security

Users are obliged to:

• Protect their password from unauthorized access;
• Immediately report suspected Account compromise (email: security@hubionis.com);
• Not share the Account with third parties.

The Service Provider is not liable for damages resulting from loss of Account control due to User fault.

3.4. Data Updates

Users are required to keep their profile data current. Email address changes require re-verification.

3.5. Account Suspension

The Service Provider may suspend an Account in case of:

• Violation of these Terms;
• Suspicion of fraud or illegal activity;
• Non-payment for services (for Organizers);
• Conducting activities harmful to the Platform's reputation.

Users will be informed of suspension via email with an explanation of the reason.

3.6. Account Reinstatement

Suspended Accounts may be reinstated after removing the cause of suspension or resolving the misunderstanding. Appeal processing time: 7 business days.

3.7. Account Deletion

Users may delete their Account at any time through:

• Settings panel: Dashboard → Settings → Delete Account;
• Email to: privacy@hubionis.com (requesting deletion under Art. 17 GDPR).

Consequences of Account deletion:

• Personal data will be permanently deleted within 30 days;
• Booking history will be anonymized (for accounting purposes in accordance with tax law);
• Public content (reviews, comments) may be retained with the label "Deleted User".

§ 4. User Rights and Obligations

4.1. Permitted Use

Users have the right to:

• Browse the event catalog;
• Create event bookings;
• Publish event reviews (after participation);
• Contact Organizers through Platform messaging;
• Export their personal data (in accordance with Art. 20 GDPR).

4.2. Prohibited Conduct

Users may not:

• Post content that is illegal, offensive, discriminatory, or violates third-party rights;
• Impersonate other persons or institutions;
• Conduct commercial activities outside the Platform's designated functions;
• Interfere with the Platform's source code or attempt unauthorized access;
• Use automated tools (bots, scrapers) without Service Provider consent;
• Make bulk bookings for speculative purposes;
• Publish fake reviews or manipulate the rating system.

4.3. Sanctions for Violations

In case of Terms violations, the Service Provider may:

• Issue a warning;
• Remove violating content;
• Temporarily suspend the Account (7-30 days);
• Permanently delete the Account (without appeal);
• Take legal action (report to law enforcement).

§ 5. Events – Bookings and Participation

5.1. Event Types

The Platform supports:

• Free events – require booking (email confirmation);
• Paid events – require ticket purchase (online payment);
• Hybrid events – some seats free, some paid;
• Online events – streaming link sent 1 hour before start;
• In-person events – electronic ticket with QR code.

5.2. Booking Process

1. Select an event from the catalog;
2. Click "Book Seat" or "Buy Ticket";
3. For paid events: Choose payment method (Stripe, PayU, Przelewy24, bank transfer);
4. Booking confirmation via email with electronic ticket (PDF + QR code);
5. Reminder 24 hours before the event (email + push notification).

5.3. Booking Cancellation

Free events:

• Cancellation possible up to 24 hours before the event (dashboard → My Events → Cancel);
• Failure to cancel results in decreased reliability score.

Paid events:

• Cancellation possible according to Organizer's refund policy (default: up to 7 days before event – 100% refund, 3-7 days – 50% refund, <3 days – no refund);
• Refund processed within 14 business days to original payment method;
• Stripe transaction fee (approx. 2-3%) is non-refundable.

5.4. Event Changes or Cancellation

If an Organizer changes details or cancels an event:

• Attendees are immediately informed via email;
• In case of cancellation: full ticket refund (including transaction fees);
• In case of date/venue change: Attendee may accept the change or receive a refund (100%).

5.5. Conduct During Events

Attendees are required to:

• Comply with venue/location regulations;
• Respect instructions from Organizers and event staff;
• Not reproduce copyrighted content without permission (recordings, photos of speakers);
• Maintain appropriate conduct (no hate speech, harassment).

§ 6. Organizers and Event Creation

6.1. Organizer Verification

To become an Organizer, you must:

• Verify identity (identity document scan + selfie);
• Provide contact details (address, Tax ID/PESEL for settlements);
• Accept the "Organizer Agreement";
• Obtain positive verification within 3-5 business days.

6.2. Event Creation

Organizers have the right to:

• Create unlimited events;
• Set ticket prices (0 PLN - 10,000 PLN);
• Define seat limits, refund policies, age categories;
• Publish promotional materials (text, images, video);
• Manage attendees (booking list, group communication).

6.3. Platform Commission

For each ticket sold, the Platform collects a commission:

• Standard: 10% of ticket value + 0.50 PLN transaction fee;
• Non-profit (NGO): 5% + 0.50 PLN (requires status documentation);
• Enterprise (>100 attendees): Individual terms (contact: business@hubionis.com).

Example: 100 PLN ticket → Organizer receives: 100 - (10% × 100) - 0.50 = 89.50 PLN.

6.4. Organizer Payouts

Ticket sale proceeds are transferred to the Organizer's account:

• Schedule: Within 7 days after event completion;
• Method: Bank transfer (IBAN), PayPal, or Stripe Connect;
• Minimum payout amount: 50 PLN (below – payout in next cycle);
• Accounting document: VAT invoice or receipt (per tax regulations).

6.5. Organizer Liability

Organizers bear full responsibility for:

• Event compliance with law (permits, insurance, health and safety requirements);
• Event quality and safety;
• Attendee service (including complaints regarding event conduct);
• GDPR compliance regarding attendee data provided by the Platform.

Note: The Platform acts as a technological intermediary and is not liable for Organizer actions.

§ 7. Limitation of Liability

7.1. Platform Liability

The Service Provider is responsible for:

• Ensuring Platform availability (target: 99.5% uptime);
• Personal data processing security in accordance with GDPR;
• Payment processing (through certified partners: Stripe, PayU).

The Service Provider is NOT responsible for:

• Quality, safety, or legality of events organized by Users;
• Content published by Users (reviews, event descriptions);
• Damages resulting from improper Platform use by Users;
• Access interruptions caused by force majeure (AWS server failures, DDoS attacks, natural disasters);
• Third-party actions (hacking, phishing).

7.2. Maximum Liability

The Service Provider's total liability to a User (based on contract, tort, or otherwise) is limited to the amount of commission paid by the Organizer for the last 12 months or 100 PLN (for Attendees/Speakers).

7.3. Exclusion of Liability

The Service Provider is not liable for indirect damages, loss of profits, loss of data, or loss of reputation.

§ 8. Complaints

8.1. Filing Complaints

Complaints regarding Platform operation may be submitted via:

• 📧 Email: support@hubionis.com;
• 📝 Contact form: www.hubionis.com/contact;
• 📬 Traditional mail: ul. Narwik 8/35, 01-471 Warsaw (marked "Complaint").

A complaint should include:

• First name, last name, email associated with the Account;
• Problem description;
• Expected resolution;
• Evidence (screenshots, emails).

8.2. Complaint Processing

The Service Provider will process complaints within:

• 14 business days – for standard complaints;
• 30 days – for matters requiring additional clarification (e.g., payment refunds).

The response will be sent via email to the address provided in the complaint.

8.3. Alternative Dispute Resolution

In case of unsatisfactory resolution, consumer Users may use:

• ODR Platform (Online Dispute Resolution): ec.europa.eu/consumers/odr
• Consumer Rights Ombudsman: www.uokik.gov.pl
• Provincial Trade Inspection Inspector.

§ 9. Personal Data Protection (GDPR)

9.1. Data Controller

The personal data controller for Users is Cryptionis sp. z o.o. Detailed information about personal data processing can be found in the Privacy Policy.

9.2. User Rights (Art. 15-22 GDPR)

Users have the right to:

• Access their data (Art. 15) – export in JSON format;
• Rectification of data (Art. 16) – editing in Settings panel;
• Erasure of data (Art. 17) – Account deletion;
• Restriction of processing (Art. 18) – contact: privacy@hubionis.com;
• Data portability (Art. 20) – JSON export;
• Object to processing (Art. 21);
• Withdraw consent (newsletter, push notifications) – Settings → Privacy panel;
• Lodge a complaint with the President of UODO (www.uodo.gov.pl).

9.3. Data Retention Period

Personal data is stored:

• Active Account: Throughout the active period + 30 days after deletion;
• Invoices and settlements: 5 years (per tax law);
• Marketing consents: Until consent withdrawal;
• Security logs: 12 months.

§ 10. Intellectual Property

10.1. Platform Rights

All Platform elements (source code, graphics, logo, "Hubionis" name) are the property of Cryptionis sp. z o.o. and are legally protected (copyright, trademarks).

10.2. User License

The Service Provider grants Users a non-exclusive, non-transferable license to use the Platform in accordance with these Terms. It is forbidden to:

• Copy, modify, or distribute the Platform's code;
• Create competing services based on Hubionis;
• Remove copyright notices.

10.3. User Content

By publishing content on the Platform (event descriptions, reviews, photos), Users:

• Retain full copyright to their content;
• Grant the Platform a non-exclusive, royalty-free license to display, copy, and distribute such content within Platform operations (e.g., sharing event descriptions with other users);
• Declare that they own the rights to published content and that it does not violate third-party rights.

§ 11. Technical Provisions

11.1. Technical Requirements

Platform use requires:

• Web browser: Chrome 90+, Firefox 88+, Safari 14+, Edge 90+;
• Enabled JavaScript and Cookies;
• Internet connection (min. 1 Mbps for browsing, 5 Mbps for live streams).

11.2. PWA (Progressive Web App)

The Platform operates as a PWA, enabling:

• Installation on mobile devices (without App Store/Google Play);
• Offline functionality (viewing saved events);
• Push notifications (with user consent).

11.3. Cookies

The Platform uses cookies in accordance with the Cookie Policy. Users may manage cookies in browser settings or through the Cookie Banner.

§ 12. Final Provisions

12.1. Governing Law

These Terms are governed by Polish law. In matters not regulated herein, the following shall apply:

• Civil Code;
• Consumer Rights Act;
• Act on the Provision of Services by Electronic Means;
• GDPR (Regulation EU 2016/679).

12.2. Dispute Resolution

The competent court for disputes is the court with jurisdiction over the Service Provider's registered office (Warsaw), subject to provisions on local jurisdiction for consumers.

12.3. Severability

If any provision of these Terms is deemed invalid or ineffective, the remaining provisions shall remain in force.

12.4. Language Versions

These Terms are available in Polish (binding) and English (informative). In case of discrepancies, the Polish version prevails.

12.5. Contact

For questions regarding these Terms, please contact:

• 📧 Email: legal@hubionis.com
• 📬 Address: Cryptionis sp. z o.o., ul. Narwik 8/35, 01-471 Warsaw