Terms and Conditions
1.1 Contract: Refers to the agreement between you and CWI Summits Limited regarding an Event.
1.2 Delegate(s): Refers to the individual(s) booked to attend an Event under a Contract.
1.3 CWI Summits: Refers to CWI Summits Limited, a registered company in the United Kingdom with company number 14834834, located at 59 St. Johns Rd, Ilford, United Kingdom.
1.4 Event: Refers to a conference, summit or meetings organized by CWI Summits.
1.5 Officials: Refers to the government and UN officials attending an Event.
1.6 Order: Refers to a booking or reservation for a place or places at an Event.
1.7 Invoice: Refers to the payment details provided for the Order, indicating the net cost of the package.
1.8 Promotional Materials: Refers to the materials associated with a Partnership package, as agreed with CWI Summits.
1.9 Registration Form: Refers to the official registration form available on the CWI Summits website or provided by CWI Summits Limited.
1.10 Partner: Refers to a Delegate who has chosen a partnership package.
1.11 Terms: Refers to these terms and conditions.
2. Basis of Contract
2.1 You will place an Order by completing and returning the Registration Form to CWI Summits Limited, specifying the desired partnership Package.
2.2 The Order will be considered accepted when CWI Summits issues an invoice (Invoice) in relation to your Order. The Contract will come into existence and become legally binding on that date.
2.3 These Terms will apply to and be incorporated in the Contract.
2.4 The Contract represents the entire agreement between you and CWI Summits. You acknowledge that you have not relied on any statement, promise, or representation made by or on behalf of CWI Summits that is not set out in the Contract.
3. Payment of Fees
3.1 The Event fee includes refreshments, lunches, and Event documentation for each Delegate (Fee).
3.2 Payment of 100% of the Fees is required immediately upon receipt of the Invoice. The invoice amount will be the net cost.
3.3 Outstanding Fees may accrue interest at a rate of 8% above the base rate at the time.
3.4 Payment must be made in United State Dollars and can be accepted through personal or company credit cards or Electronic Bank Transfers. Other payment methods will only be accepted if agreed upon in writing by CWI Summits.
3.5 All Fees quoted are exclusive of value-added tax (VAT) unless specified otherwise. If VAT is chargeable, you shall pay the additional amounts specified in a valid VAT invoice within fourteen days of receipt.
3.6 The Fee does not include travel to or from the Event or any accommodation costs. You are responsible for your own travel arrangements, including visa requirements. CWI Summits will provide information about local accommodation upon registration. It is your responsibility to ensure compliance with visa requirements and obtain the necessary immigration, customs, and travel documents for the Event host country. If you require a support letter for your visa application, please inform CWI Summits promptly.
4. Cancellation Rights
4.1 Substitution: Substitutions can be made at any time without incurring additional costs. To request a substitution, submit a written request to CWI Summits Limited at the address provided on the registration form or by email to the designated contact.
4.2 Cancellation: To cancel a paid registration and receive a refund, submit a written cancellation request to CWI Summits Limited at the address provided on the registration form or by email to the designated contact.
Refunds will be issued to the debit/credit card used for payment or through bank transfer.
Refunds to the debit/credit card can only be processed within 28 days of the original transaction date.
Refunds for transactions older than 28 days must be processed through bank transfer.
Full refunds (minus the Processing Charge) are available up to 180 days prior to the first day of the event.
Refunds, minus a 45% liquidated damages fee, are available over 120 days prior to the first day of the event.
No refunds will be granted within 120 days prior to the first day of the event. If payment has not been received, a 100% cancellation fee will be imposed.
At CWI Summits' discretion, you may be offered a credit note (valid for 12 months from the date of written cancellation) with an administration charge.
5. The Event
5.1 If CWI Summits is required to cancel the Event, you will be offered a credit note for the full Fees. This credit note can be used for an Event within 12 months of the cancellation.
5.2 CWI Summits reserves the right to modify the content, list of speakers, venue, or timing of the Event without any liability to you or the Delegates. Reasonable efforts will be made to notify you and the Delegates of such changes.
5.3 CWI Summits is not liable for any cancellations or alterations made in accordance with clauses 5.1 and 5.2.
5.4 Views expressed by speakers are their own, and CWI Summits disclaims any liability for advice given or views expressed during the Event. Documentation distributed at the Event is for informational purposes only and should not be relied upon.
5.5 For promotional purposes, the Event or parts of it may be recorded through audio, visual, audio-visual, or electronic means. By attending the Event, you grant CWI Summits the right to use and distribute such footage, which may include images of you, in all media (existing or future) worldwide, perpetually, for advertising, publicity, reporting, and other purposes related to the exploitation of the recordings.
6.1 Partners must provide all Promotional Materials within 7 days of placing the Order.
6.2 CWI Summits is not liable for any errors, omissions, defaults, or faults in the Promotional Materials distributed or issued at the Event.
6.3 All Delegates must comply with applicable laws, statutes, regulations, and codes related to anti-bribery and anti-corruption, including those outlined in the Bribery Act 2010 (English legislation).
6.4 Without CWI Summits' express written consent, Partners, Delegates, or any individuals connected directly or indirectly with Sponsors or Delegates shall not, under any circumstances:
(a) approach or make contact with Officials during or prior to the Event to arrange social or networking functions;
(b) arrange, organize, or attend social or networking functions with Officials.
7. Limitation of Liability
7.1 Nothing in these Terms limits or excludes CWI Summits' liability for:
(a) death or personal injury caused by negligence, whether of CWI Summits, its employees, agents, or subcontractors;
(b) fraud or fraudulent misrepresentation; or
(c) breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982
2: Information We May Collect About You
Information you provide us: We collect information you provide to us when you complete registration forms or share your details over the phone. This includes registering an account, signing up for events (as a delegate, exhibitor, speaker, attendee, or Partner), or subscribing to our mailing list. The information may include your name, address, email address, phone number, credit card information, and other relevant details related to the event or service you are registering for.
Information we collect about you: We collect information from correspondence between you and us, including contact forms on websites, business cards, emails, or telephone calls.
For events with badged access, we may collect information about your location and engagement within the event. For instance, a badge containing your registration details and personal information will be required for event entry. We will collect information about your entry time and the sponsors you interact with.
We gather information about your website visits and usage, such as your IP address, geographical location, device information, browser type, referral source, visit duration, operating system, page views, and the pages you view. This information may be collected by a third-party website analytics service provider on our behalf and/or using cookies. We also utilize cookies and pixels in our emails to track delivery, open rates, and other relevant statistics associated with your email address and profile.
Information we receive from third parties: We may obtain information about you from third parties we closely collaborate with to deliver the services you request. For example, third parties may assist us with online event registration systems or payment systems, and they will collect information directly from you on our behalf. Third parties may operate event websites on our behalf and collect information directly from you about your website visits on our behalf. We may also receive information from third parties if you have given consent for them to share your information with us.
3: How We Use Information About You
We use personal data to:
Provide you with requested information regarding our events, publications, webinars, and newsletters.
Administer and organize our events, including contacting you with event-related information if you are an exhibitor, attendee, or participant.
Keep you informed about similar events or services that may be of interest to you or for research purposes after an event you have attended.
Share your contact details with logistics partners to enhance your experience at events where you have signed up to exhibit or sponsor.
Assess attendee activity at our events.
Transfer your contact details to an exhibitor or sponsor if they scan your badge at our events.
Analyse user traffic on our websites to measure usage and improve content.
Comply with legal obligations and requirements.
The purposes listed above are:
Based on your specific request for information, giving us consent to use your personal data.
Necessary for the performance of a contract when you register for or participate in an event.
Our legitimate interest is to keep you informed about similar events or services, with an opt-out option for marketing communications.
Necessary for event administration and logistics, invoicing, customer service, and general administration of your attendance at an event. Please note that we may share your personal data with other entities within CWI Summits Limited for this purpose.
Our legitimate interest is to analyse attendee engagement and enhance our events.
Based on your consent when you allow your badge to be scanned by exhibitors or sponsors. If you do not wish to share your information, please refrain from scanning your badge.
Our legitimate interest is to perform web analytics and improve our websites and services.
Necessary to comply with legal obligations, such as health and safety or fire safety at an event.
Additional information about the legal basis for using your data can be found in the privacy notice provided at the time of data submission or in your contract with us (if applicable).
4: Disclosure of Your Data
In certain circumstances, we may share your personal information with:
Other third parties necessary for enforcing our legal rights, protecting our employees' rights, property, or safety, or when permitted or required by law.
6: Third-Party Content, Sites, and Contributions
7: Data Security and Retention
We employ various technological and operational security measures to protect your information against unauthorized access, unlawful use, modification, and destruction. We retain your information for as long as necessary to provide the requested services or as permitted by law. If you have not engaged with us, participated in our events, or registered for an event in four years, we will delete your data unless retention for a longer period is required (e.g., for tax purposes). While we take measures to protect your information, please note that transmitting information over the internet can be insecure.
8: Data Storage
When interacting with a CWI Summits Limited entity located within the European Union (EU), your data will be stored on servers located within the European Economic Area (EEA). In certain circumstances, your information may be processed outside the EEA, such as when another CWI Summits Limited entity assists us with your requested services or when we engage third parties outside the EEA.