Terms and Conditions

TERMS, CONITIONS AND PRIVACY POLICY FOR SOUTH PACIFIC PASSIVE HOUSE CONFERENCE 2021

Please read the information listed below carefully, as each registration for the South Pacific Passive House Conference 2021 (the Conference) is subject to these terms and conditions. Registering for the Conference is deemed acceptance of these terms and conditions. The Conference is organised by Te Tōpūtanga o te Whare Korou ki Aotearoa, Passive House Institute NZ (PHINZ), a charitable trust.

Payment Terms

After completion of the registration form, payment to obtain the 'early bird' rates must be received before the early bird period expires. Payment for the regular rate must be received by 24 November 2021 at the latest. Registrations that remain unpaid after this date are deemed void. There are no payment facilities at the Conference. We reserve the right to refuse admission to the Conference if payment has not been received by 24 November 2021.

Cancellation, Postponement and Substitution Policy

You may substitute delegates without incurring additional fees at any time prior to the event by advising the conference organiser at admin@passivehouse.nz.
Cancellation of a registration must be submitted in writing. Cancellation notification received prior to and including 10 November 2021 will incur a 10% administration charge; this will be deducted from the refunded delegate fee (if paid) or invoiced for immediate payment. No portion of paid fees will be refunded for cancellations after 10 November 2021. No credits will be issued for cancellations.

In the event that the Conference is cancelled for any reason, you will receive a refund of the full conference fee only. Flights, accommodation, replacement staff and any other loss sustained will not be reimbursed.

In the event that the Conference is postponed for any reason and the delegate is unable or unwilling to attend on the rescheduled date, the full conference fee will be refunded. Flights, accommodation, replacement staff and any other loss sustained will not be reimbursed.

PHINZ is not responsible for any loss or damage as a result of a substitution, alteration or cancellation/postponement of the Conference. PHINZ shall assume no liability whatsoever in the event the Conference is cancelled, rescheduled or postponed due to a fortuitous event, Act of God, unforeseen occurrence or any other event that renders performance of the Conference impracticable, illegal or impossible, in the sole opinion of PHINZ. For the purposes of this clause, a fortuitous event shall include, but not be limited to: war, fire, earthquake, labour strike, extreme weather, lockdown or other emergency.

Please note that while speakers and topics were confirmed at the time of publishing, circumstances beyond the control of the organisers may necessitate substitutions, alterations or cancellations of the speakers and/or topics and the programme and format of the event may be changed accordingly. As such, PHINZ reserves the right to alter or modify the advertised speakers, topics, formats or programme as deemed necessary without any liability to delegates whatsoever. Any/all substitutions, alterations or amendments will be notified via updates on the conference website as soon as possible.

Discounts and incentives

All 'early bird' discounts require payment at the time of registration and before the cut-off date in order to receive any discount. Discounts for PHINZ/APHA members, if claimed, will be checked against the member database. The full rate will apply in case the discount was claimed wrongfully.

Special requirements

Every effort will be made to ensure that delegates with special needs are catered for. Should you require any specific assistance, or catering provision, please include the relevant details on your registration form.

Photography/Video

Please be aware that conference staff will be taking photographs, video, and audio to record events during the Conference. These may be displayed on the PHINZ website or used by PHINZ for promotional purposes (for example, in print or web format). You will need to accept and agree to the following statements:

I understand that PHINZ may use these images in their marketing material.

I understand that if I do not wish to have my image, or voice recorded and used in this way then I need to inform the conference organiser and any media person taking my photo, videoing me, or recording my voice at the Conference.

If you contact the conference organiser, a sticker will be placed on your conference nametag that will alert photographers of your wishes. They will do their utmost to avoid photographing or recording people identified in this way. It is also your responsibility to remove yourself from situations where photographs are being taken, or video and audio are being recorded.

Photographers will do their best to take group images that do not identify individuals, and will seek permission in particular instances where close-up images are taken.

Other delegates may take and distribute images or recordings via social networking sites or independent websites or reports. PHINZ can take no responsibility for material or images used in this way.

Security of payment details

We do not store credit card information on our website or in our database. Your credit card details have the security offered by Stripe. No actual card data is held or used by us. You can find out more about the security offered by Stripe here:https://stripe.com/docs/security/stripe

Registering for the Conference

If you register for the Conference online, your details will be recorded. The service we use for this is Jotform, find Jotform's privacy policy here: https://www.jotform.com/privacy/ Information about payment security can be found in the Security section above. All your data will be deleted after a reasonable time following completion of the Conference.

PRIVACY POLICY

In order to demonstrate our firm commitment to privacy PHINZ has created this privacy policy statement. PHINZ's privacy policy applies to anyone who visits our website. It explains how we may collect data from you when you visit our website and how we use that information.
PHINZ collects information from you in three ways:
  • Via email
  • Via web technical logs
  • Via web forms

We collect personal information from you, including information about your:
  • name
  • contact information
  • location
  • billing or purchase information

> We collect your personal information in order to register you for the Conference, bill you and provide you with conference information

Besides our staff, we share this information with services provider, in order to use the online platform and process payments. Providing some information such as a phone number is optional.

We keep your information for 3 months after conference completion at which point we securely destroy it by deleting it from the service provider platforms.>

PHINZ respects your privacy, any personal information that you volunteer will be treated in confidence, applying reasonable standards of security. Any information that you provide will not be made available to third parties except unless strictly necessary to provide the services you signed up for.

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information, or to have it corrected, please contact us at admin@passivehouse.nz.

Cookies

When you visit our website we may use cookies to help us deliver useful functionality.

What are cookies and how do we use them?

A cookie is a small piece of data sent from a website and stored in your web browser while you are browsing a website. There are three different groups of cookies which we use:

1. Strictly necessary cookies: These are essential in order to enable you to navigate through our website and use its features. Without these, we would be unable to provide you with certain features;
2. Functionality cookies: Functionality cookies allow our website to remember choices you have made and help to provide an enhanced, more personal experience on our website;
3. Performance cookies: We use performance cookies to help us improve our website and our online services.

These cookies gather information about how our site is used, including which pages you visit most often. These cookies are anonymous – which means that they will not collect information to identify you.How to manage your cookies. You can delete cookies stored on your computer or change your privacy settings at any time via your browser settings. PHINZ will assume that you agree to the placement of cookies on your device, unless you specifically choose not to receive our cookies, in which case the website functionality may differ. PHINZ uses Google Analytics to collect information about how you use our website.

Contact details

If you choose to contact PHINZ via email or the contact form on the Conference website, your details will be used only for the purposes for which you intended. When your email has been actioned, the original message will be retained by PHINZ for a reasonable period of time, after which it will be deleted.

GENERAL

All advice, decisions, opinions, recommendations, proposals, presentations, seminars and reports, whether written or oral, are made in good faith by PHINZ on the basis of value judgements influenced by current commercial and organisational conditions. These may be affected by unforeseen events and factors outside PHINZ’s control and, as such, PHINZ reserves the right to amend or cancel planned or previously agreed arrangements. In this instance, PHINZ shall not be liable in any event to delegates, exhibitors, or any other person or third party for any direct or consequential loss or damage sustained arising out of or in connection with this event.