Sibos 2009 Terms and Conditions - Registration Policy

Registration for and participation in Sibos are subject to this Registration Policy. By submitting your registration for Sibos, you will be considered to have agreed to this Sibos Registration Policy.

Interpretation
'Sibos' means the 2009 Sibos event organised by or for SWIFT from 14-18 September at Hong Kong Convention and Exhibition Centre,1 Expo Drive, Wanchai, Hong Kong, China.
'Sibos Registration Office' means Grass Roots DMS Ltd, the company registered in the UK to which SWIFT has sub-contracted the registration to Sibos.

Registration Eligibility
Sibos is exclusively open to representatives from SWIFT Users (that is, SWIFT Members, Sub-members and Participants), representatives from exhibiting companies and other persons invited by SWIFT.

Procedure
All registrations must be made in advance online via the official Sibos registration website only.

SWIFT acknowledges receipt of registrations. As a principle, registrations are processed on a first come, first served basis. Once capacity is reached, any further registrations are put on a waiting list. SWIFT reviews registrations with a view to ensure appropriate representation from the targeted audience. SWIFT will promptly notify the persons whose registrations could not be accepted. In any event, confirmation of registration is conditional upon full payment.

Centralised Registrations
Organisations wishing to centralise or limit their worldwide registrations are requested to appoint a central contact person. Details of that person should be communicated to Véronique Hannecart at SWIFT (e-mail: Veronique.HANNECART@swift.com). Each exhibiting company must have one nominated central co-ordinator.

Registration Fees
Sibos registration fees are as set out on the official Sibos registration website.

The registration fee for a participant includes participation in the conference, access to the exhibition, one copy of all Sibos publications, and scheduled meals (optional).

Registration fees and any other related fees and charges are nett of any taxes, such as, but not limited to, VAT (when applicable).

Payment Method
SWIFT accepts payment for Sibos registration by credit card, electronic transfer or cheque. If you prefer to pay by electronic transfer or cheque, please indicate your intention to do so by using the appropriate section on the official Sibos registration website. A pro forma invoice with relevant payment instruction details will be sent to you via a link in your confirmation email.

Cancellation of Registration
Full refund (less a EUR 200 cancellation charge) of the registration fee paid to SWIFT will be made on written notification of cancellation received by the Sibos Registration Office or made online via the official Sibos registration website before 14 August 2009. No refund will be made in case of cancellations received after that date. Registrations made after 14 August 2009 are non-refundable.

The cancellation of a Sibos registration will automatically cancel any hotel reservations associated with that registration. Hotel cancellation charges might apply.

Substitution
You may transfer your registration to another person within the same organisation at any time on written notification received by the Sibos Registration Office or online via the official Sibos registration website.

The transfer of any associated hotel reservations require credit card details of the substitute to be communicated to the official appointed housing agent. For the avoidance of doubt, the transfer of hotel reservations is subject to the reservation terms and conditions, including where applicable any hotel guarantee provisions.

If a transfer of registration results in a refund and new payment, the EUR 200 administrative cancellation charge will apply.

Event Cancellation, Postponement or Alteration
If, for any reason whatsoever, SWIFT is forced to cancel, postpone or materially alter Sibos, in whole or in part, it will use all reasonable efforts to notify all registered participants reasonably in advance thereof. As sole and exclusive right and remedy, full refund of the registration fee paid to SWIFT will be made on reasonable demonstration to SWIFT that such cancellation, postponement or alteration adversely affects the participant concerned.

Sibos Networkbook
The Sibos Networkbook will be made available in electronic form (pdf) to all Sibos participants, speakers and exhibiting companies. The Sibos Networkbook includes a participant list, excluding those participants who specifically objected to their inclusion in the Networkbook. The Sibos Networkbook is made available to you for networking, preparation and follow-up purposes. You hereby agree not to use it for any other purposes.

BY DEFAULT, YOUR CONTACT DETAILS (SUCH AS NAME, TITLE AND ADDRESS) WILL BE INCLUDED IN THE SIBOS NETWORKBOOK. If you would prefer not to be included in the Sibos Networkbook, you must expressly communicate this request in writing to the Sibos Registration Office or online via the official Sibos registration website.

Event Rules and Regulations
Whilst participating in Sibos, you are required to comply with any policies or directions (such as but not limited to security and Health and Safety regulations) in force at the time of the event, given by or for SWIFT or any other relevant third party, including the person responsible for the premises where Sibos takes place or any competent authority.

For security purposes, SWIFT will supply picture-ID badges. You must wear your badge at all times. Your badge is strictly personal and may not be transferred to another person nor modified.

SWIFT accepts no responsibility for any belongings you may bring to Sibos. Bringing such belongings is at your own risk.

Data Protection
SWIFT may process, and instruct the Sibos Registration Office to process personal data supplied during your registration for Sibos for purposes relating to Sibos registration (including securing your event registration, hotel registration and local destination management), administration, security management, accounting, record keeping, to offer Sibos related products (such as the Networkbook) and services (such as mySibos) and for conducting surveys and, more generally, for the exercise of SWIFT's obligations, rights and remedies.

You acknowledge and agree that, where SWIFT sub-contracts these tasks to an external supplier (typically to the Sibos Registration Office or for conducting the Sibos evaluation survey), this may involve the transfer of your personal data to non-EU Member States.

If you provide the personal data of another person, you shall ensure that (i) that person has been duly informed about SWIFT's right to process such personal data as set out herein and (ii) such personal data are collected and supplied in accordance with applicable legislation and without infringing such person's or any third party rights.

Each participant has the right to consult and correct its personal data by addressing a request to SWIFT's Privacy Officer (privacy.officer@swift.com).

Participant list
The list of Sibos participants who registered within deadline is sent in advance of the event to the exhibiting companies and the Sibos media partners to allow them to present their products and services directly to you. Considering exhibiting companies and Sibos media partners may be located in any country, this involves the transfer of your personal data to non-EU Member States. SWIFT will allow you to opt out of this list in the online registration process.

Photographs and videos
SWIFT reserves the right to photograph and videotape all Sibos events and participants and to use such photographs and videos in any internal and external communication referring to Sibos, such as on its websites and intranet, in the Sibos Issues, Sibos Programme, Dialogue issues, Exhibition Guide, Wrap-up report, Sibos Networkbook and in its annual reports. You hereby consent to such uses.

Type of RFID technology used
RFID (radio-frequency identification) is an identification method relying on the tracking of a device embedded in a card. There are various types of RFID technologies. Some allow tracking of an individual's whereabouts within a certain perimeter (this technology is not used at Sibos), others only detect passages through a proximity reader.
The technology that SWIFT uses at Sibos only detects your passage through a Sibos checkpoint. The RFID tag is included with your Sibos access badge. The RFID tag contains merely a unique identifier which is recorded on a central server each time you pass a secure Sibos checkpoint. Only the Sibos Registration Office (based in the UK) is able to reconcile the unique identifier with your Sibos registration details (and not the supplier of the RFID technology for instance).

Purposes
The data collected by your RFID tag will allow SWIFT to evaluate attendance to sessions, lunches, and the event in general based on statistical data. SWIFT will only use such statistical data for purposes of evaluating sessions and the event in general, and of improving catering arrangements of future Sibos editions.

Type of data used
To evaluate sessions, only the following limited number of data attributes per delegate will be aggregated in a report per session: type of institution, type of function, area of responsibility, market area. SWIFT will not use any other data (such as name, email, address, phone) to produce those reports.

Targeted communications - opt out
SWIFT may also reconcile data collected by our RFID tag with your email address to send you targeted communications relating to your Sibos participation or next Sibos events, except to delegates who choose to opt out of sharing their information at registration.

The role of the Sibos Registration Office
The data collected by your RFID tag is reconciled with your registration details by the Sibos Registration Office (a subcontractor of SWIFT based in the UK). The Sibos Registration Office may only process the data upon instructions of S.W.I.F.T. SCRL (based in Belgium), which is responsible for the dataprocessing.
SWIFT will not share the data with any third parties (other then the Sibos Registration Office), and will have the data destroyed within three months after Sibos.

Indemnity
You acknowledge and agree that you will indemnify SWIFT against any damages incurred by SWIFT as a result of a third party claim arising from your Sibos registration or participation, except to the extent such damages were caused by SWIFT.

Liability
SWIFT's potential liability in connection with Sibos (whether in contract, tort or otherwise) is limited to the total amount of your registration fee. Furthermore, any claim for indirect, special or consequential loss or damage of any kind or for any loss of business or profit, revenue, anticipated savings, contracts, loss of or corruption to data, loss of use, loss of goodwill, interruption of business or claims of other parties or other similar pecuniary loss howsoever arising, even if SWIFT has been advised of their possibility, is expressly excluded.
To have a valid claim against SWIFT relating to your Sibos registration or participation, you must notify SWIFT within one year after the Sibos ending date. You agree to exonerate SWIFT from any liability relating to claims notified after that time limit.

Applicable Law and Dispute Resolution
This Registration Policy and, more generally, all matters relating to registering for or participating in Sibos shall be governed by Belgian law and, as regards any claims against SWIFT, you agree to submit to the exclusive jurisdiction of the competent court of Brussels, Belgium.

S.W.I.F.T. SCRL (SWIFT), Avenue Adèle 1, B-1310 La Hulpe, Belgium