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Data protection

Your information will be held by ODN Europe in accordance with the principles of GDPR for the organisation and administration of the event. For the purposes of GDPR, ODN Europe is the data controller.

Registrations for events are managed using a system operated by a third party under contract to ODN Europe. Data, including personal data, will be processed and stored on systems managed by this third party and ODN Europe. This data can only be accessed by authorised members of the ODN Europe Board, and for the purposes of maintaining and supporting the system, by members of staff at the third party.

Where ODN Europe contracts with additional third parties to provide events, we may also provide them with access to this data in order for them to fulfil their services to ODN Europe.

ODN Europe will store the information you have provided on this form in a CRM system4. We will use it for the administration of the event in question.

You can choose to unsubscribe from ODN Europe emails of this kind at any time. You may get your information updated or removed from the ODN Europe CRM system by emailing

Unless you have specifically opted in to receive marketing communications from ODN Europe, your personal details will not be shared with any other organisation.

The information you submit will not be kept for any longer than is needed. The length of time will depend upon whether ODN Europe has a business need for keeping the information and/or if the law requires that we keep the information for a particular length of time.

We may ask you to confirm your personal details to ensure they are accurate.

Registrations for this event are processed through an externally appointed third party. The information will be kept in a secure office environment. It will be held on computer databases that can only be accessed by authorised members of ODN Europe and the authorised appointed external event management company.

As you have provided personal information, we need you to consent to the processing of this data. By submitting this online booking form you are agreeing to us processing this data as described above.

Cancellation of event

In the unlikely event that ODN Europe has to cancel an event, we will refund any pre-paid registration fees. ODN Europe shall not be liable for reimbursing the cost of travel or accommodation arrangements made by individual delegates.

Cancellation of attendance at an event

If you are unable to attend an event and need to cancel a booking, let us know in advance and in writing by email to

Where a fee has been charged, you will be reimbursed as follows:

  • For cancellations up until midnight1 six weeks prior to the event a 90% refund will be given
  • For cancellations up until midnight four weeks prior to the event a 50% refund will be given
  • For cancellations up until midnight two weeks prior to the event a 25% refund will be given
  • For registrations cancelled after midnight, seven days prior to the event, or for failure to attend the conference, no refund will be given

Payment methods

Where an event fee applies all event bookings will generate an invoice. This will be issued to the delegate (or other contact as advised) by the ODN Europe Accounts department for payment.

Where required, purchase order numbers must be included on the booking form.

Payment methods accepted are:

  • Bank transfer
  • Credit card3 – secure online payment via Stripe

Recording disclaimer

During this event we may do one or all of the following:

  • Take general photographs
  • Record all audio output from the event
  • Video record the event proceedings
  • Live stream selected event proceedings

Any subsequent photographs or recordings may be used in future ODN Europe publicity materials only. All video and audio recordings and photographs will remain the property of ODN Europe. By submitting this registration form you are agreeing to the photographing and/or recording and/or filming of the proceedings, as described above, being made for future dissemination by ODN Europe and third parties within whom it works in partnership, for non-commercial purposes.

If you wish NOT to be photographed or video recorded, please let the organisers know on arrival.

Limitation of liability

Personal arrangements including travel, accommodation or hospitality relating to any ODN Europe event which have been arranged by you are at your own risk.

Neither ODN Europe nor the venue will be responsible for any loss, theft or damage to your personal belongings, other than caused as a result of our negligence or that of the venue or other breach of statutory duty by us or the venue.

You will be responsible for paying for any damage which you cause to property at the venue including the cost of additional cleaning where charged by the venue.

Nothing in these terms and conditions will operate to limit or exclude liability of each party for death or personal injury arising out of its negligence, or for its fraud nor any other liability which cannot be excluded or limited under applicable law.

Subject to the paragraph above, in no circumstances will either party be liable to the other party for any loss of business, revenue, profits, anticipated savings or goodwill (whether direct or indirect) or for any indirect, special or consequential loss, arising out of or in connection with these terms and conditions and the event.

Equality and Diversity statement

ODN Europe is working towards being fully inclusive. We endeavour to arrange events in fully accessible locations. However, we would appreciate your co-operation in meeting specific requirements and ask that you inform us immediately if you require additional facilities (for example a loop system, BSL interpretation) or any other personal requirements.

We may need to pass on information to a third party about your support requirements. If we are not able to reveal these details this may affect the accessibility arrangements we are able to provide. By submitting this booking form you agree to your support requirements being passed on to relevant third parties.


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