TERMS AND CONDITIONS OF PARTICIPATION IN HOLOTOUR HOLO VECTORS
§1 General Provisions
1. The organizer of HOLOTOUR HOLO vectors is HOLO vectors Sp. z o.o., based in Poznań, ul. Reglowa 3, 60-113 Poznań (KRS number 0000646704). The organizer's website is: www.holovectors.com.
2. HOLOTOUR HOLO vectors (hereinafter referred to as "HOLOTOUR") is intended to showcase an innovative technological solution from HOLO vectors and its MedTech partners (i.e., Medicalholodeck AG) to the academic community and medical industry representatives.
3. The Terms and Conditions are attached to the registration form and the registration confirmation email, and are available online at www.holovectors.com/regulamin-holotour.
4. These Terms and Conditions apply to all HOLOTOUR participants.
§2 Terms of participation
1. Participation in HOLOTOUR is free of charge.
2. The following are invited to participate in HOLOTOUR:
a) lecturers;
b) medical professionals (e.g., doctors, medical assistants, nurses);
c) students.
3. Participant status may be verified by the Organizer's staff, for example, by requesting to see a lecturer or student ID.
4. HOLOTOUR or a specific session may be cancelled or postponed due to unforeseen circumstances at the sole discretion of the Organizer. The Organizer does not guarantee that sessions will not be delayed, but will make every effort to ensure they run according to the planned schedule.
§3 Registration for medical professionals and lecturers - HOLO vectors platform presentation
1. Any participant—medical professional or lecturer—wishing to take part in a presentation of the HOLO vectors platform in the mobile VR anatomy laboratory (VR/3D medical holography studio) must complete the dedicated online form available at: https://bit.ly/rejestracja-dla-lekarzy or via the QR code below.
2. Participants are required to provide their full name, email address, and professional specialization in the form.
3. Registration is for a specific time slot. Arriving late for a booked session results in the loss of the reservation; in such a case, participating in HOLOTOUR will require booking a new time slot.
4. A participant may cancel their session by clicking the link provided in the booking confirmation email.
5. If a participant fails to confirm they have read the HOLOTOUR Terms and Conditions in the registration form, the Organizer will delete the booking and all of the participant's personal data.
§4 Workshop registration - students
1. Every participant—a student wishing to take part in the workshops (in the VR/3D medical holography lab)—is required to complete the dedicated online form available at: https://holotour.bookero.pl/ or via the QR code provided below.
2. The participant is required to provide their full name and email address in the registration form.
3. Registration is for a specific time slot. Arriving late for a reserved slot results in the loss of the reservation; in such a case, participating in the HOLOTOUR requires booking a new appointment.
4. A participant may cancel their participation in a session by clicking the link provided in the appointment confirmation email.
§5 Safety protocols
1. The Participant must not:
a) bring drinks, food, dangerous items (e.g., scissors, weapons, explosives), alcohol, or drugs into the mobile laboratory;
b) consume intoxicants, smoke cigarettes, or use e-cigarettes inside or in the immediate vicinity of the mobile laboratory;
c) bring any animals into the mobile laboratory;
d) use the equipment in the mobile laboratory without the supervision of the Organizer's staff or use the equipment in violation of staff instructions;
e) take photos or record videos of the equipment inside the mobile laboratory without the prior consent of the Organizer's staff.
2. The Organizer's staff reserves the right to deny entry to the mobile laboratory to any Participant under the influence of intoxicants or to remove a Participant who behaves in a manner contrary to these Regulations.
3. When using the mobile VR anatomy laboratory equipment, the Participant is required to follow the instructions of the Organizer's staff. Using the devices in the mobile laboratory in violation of these instructions may result in civil or criminal liability for any damage or destruction caused.
4. The mobile laboratory is equipped with video surveillance. Recordings will be stored for the duration of the HOLOTOUR and deleted 2 days after its conclusion (i.e., 2 days after the HOLOTOUR departs from a given location). Recordings may be stored for a longer period if they are required for civil or criminal proceedings, for example, in the event of an incident involving a participant in the mobile laboratory (e.g., damage to equipment inside the trailer, an accident).
§6 Image
1. The Organizer or entities acting on its behalf will produce photographic and video coverage of the HOLOTOUR. In accordance with Article 81(2) of the Act on Copyright and Related Rights, permission is not required for the dissemination of an image of a person who is merely a detail of a whole.
2. The photographic and video materials produced will be used by the Organizer for its own marketing purposes, i.e., they will be published on its social media and website.
3. In very rare cases, if the disseminated material cannot be classified as the dissemination of an image constituting an exception under Article 81(2) of the Act on Copyright and Related Rights (as an element of a whole), the dissemination is based on the consent granted by the participant by taking part in the HOLOTOUR and accepting the Terms and Conditions. If a Participant wishes to withdraw the granted consent, they should contact the Organizer, who will immediately remove the material containing the Participant's image indicated by them. The Organizer's contact details are provided in §5(1) below.
§7 Personal data
1. The controller of personal data is the Organizer, who can be contacted by mail at the address of its registered office or by email: rodo@holovectors.com.
2. Personal data will be processed based on and for the purpose of:
a) Article 6(1)(b) of the GDPR, i.e., for the purpose of performing the agreement between us, which is participation in the HOLOTOUR;
b) Article 6(1)(f) of the GDPR, i.e., based on the legitimate interest of the Organizer, which is the conduct of marketing activities – to the extent that the Organizer processes an image in a way that allows for the identification of the participant and publishes that image on its social media and website;
c) Article 6(1)(f) of the GDPR, i.e., based on the legitimate interest of the Organizer, which is the dissemination of information about its own activities, provided that the Participant has consented in the registration form to email or telephone contact from the Organizer for commercial purposes (e.g., sending newsletters, commercial offers) or consented to email contact for the purpose of establishing cooperation;
d) Article 6(1)(f) of the GDPR, i.e., based on the legitimate interest of the Organizer, which is the pursuit of claims – in the event that the Participant damages or destroys the mobile laboratory or its equipment;
e) Article 6(1)(f) of the GDPR, i.e., based on the legitimate interest of the Organizer, which is the protection of its property in the mobile laboratory (use of monitoring).
3. Personal data will be processed until:
a) in the case of the performance of the Agreement – until your participation in the HOLOTOUR ends or until you withdraw your participation;
b) in the case of the purpose of conducting marketing activities – until an objection is raised;
c) in the case of personal data processed based on consent – until such consent is withdrawn, with the processing of such data remaining lawful up to that point;
d) for the purpose of pursuing claims and securing recordings in the event of an incident – for 2 days from the end of the HOLOTOUR at a given location, unless damage to the mobile laboratory or its equipment by the Participant is identified, or an incident, such as an accident, occurs – in which case the recording will be stored until the final conclusion of proceedings (criminal or civil) or until the statute of limitations for claims expires.
4. Personal data will be shared with the following recipients:
a) the social media administrator (Meta Platforms – Facebook and Instagram, LinkedIn);
b) the provider of the HOLOTOUR registration tool;
c) persons producing photographic and video materials from HOLOTOUR;
d) legal service providers;
e) authorized state authorities (police, prosecutor's office, Social Insurance Institution) and the insurer.
5. The recipients indicated in paragraph 4, points a-c, may process personal data outside the EEA. In principle, personal data is processed by the European subsidiaries of these entities, but it may occur that parent companies based in the USA have access to the data. In such cases, the transfer of personal data is based on safeguards such as standard contractual clauses adopted by the European Commission and the entities' participation in the EU-U.S. Data Privacy Framework, as well as relevant adequacy decisions.
6. The Participant has the right to: access their personal data, rectify it, erase it, transfer it, restrict its processing, object to its processing, and lodge a complaint with the President of the Personal Data Protection Office (UODO).
7. Personal data marked as mandatory in the form must be provided by the Participant wishing to register for HOLOTOUR; failure to provide this data will prevent participation. Data provided additionally (e.g., surname, phone number) in connection with a newsletter subscription or an interest in collaborating with the Organizer is provided voluntarily by the Participant. The Organizer will delete this data immediately upon request; failure to provide it will result in no contact from the Organizer.
§8 Newsletter, telephone communication, and terminal equipment
1. If you subscribe to the newsletter, you may unsubscribe at any time by sending a request via email to contact@holovectors.com or by calling +48 533 076 475, as well as by clicking the link provided in the newsletter subscription confirmation.
2. Consent to the use of telecommunications terminal equipment (e-mail address, phone) is granted in accordance with Article 398(1) of the Electronic Communications Law.
§9 Final Provisions
1. These Terms and Conditions are effective as of January 14, 2026.
2. Participation in HOLOTOUR constitutes acceptance of these Terms and Conditions.
3. Matters not covered by these Terms and Conditions shall be governed by the applicable provisions of Polish law.
§1 General Provisions.
§2 Terms of Participation.
§3 Registration for Medical Professionals and Lecturers – HOLO vectors Platform Presentation.
§4 Workshop Registration – Students.
§5 Safety Issues.
§6 Image Rights.
§7 Personal Data.
§8 Newsletter, telephone communication, and terminal devices.
§9 Final Provisions.