Terms of Service

These combined terms of service (“Terms”), which include

1. This document with terms of service, as well as our
2. Privacy Policy,
3. Data Processing Agreement, and
4. List of Data sub-processors.

These terms govern your relationship as a Customer and/or Participant with SummitFold and Nordic FreeFold ApS (“Nordic FreeFold” or “The Company”).

Nordic FreeFold does not offer SummitFold on other terms unless expressly agreed upon by the CEO. If you do have a separate written Agreement with The Company, then that Agreement supersedes any diverging items in these combined terms of service.

1. Definitions

“Applicable Law” refers to the laws of The Kingdom of Denmark.

“Customer(s)” refers to paying organization and/or conference Customers of The Company’s products and services; most notably the SummitFold online conference management system.

“Data Protection Laws” refers to all data protection and privacy laws and regulations applicable to the processing of Personal Information under this Agreement and EU Data Protection Law.

“EU Data Protection Law” refers to a) Regulation 2016 / 679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data (General Data Protection Regulation) (“GDPR”); and b) Directive 2002 / 58 / EC concerning the processing of Personal Data and the protection of privacy in the electronic communications sector and applicable national implementations of it (in each case, as may be amended, superseded or replaced).

“Nordic FreeFold” refers The Company developing and selling SummitFold.

“Participant(s)” refers to end users interacting with organizations and conferences as setup by The Company on behalf of Customers.

“Personal Information” refers to any data that The Company handles and/or processes on behalf of The Customer relating to an identified or identifiable person.

“Privacy Shield” refers to the EU-US Privacy Shield framework.

“Sub-processor” refers to any third-party data processor contracted by The Company to help provide services to Customers or Participants.

“SummitFold” refers to the conference management product developed and sold by the company ‘Nordic FreeFold’.

2. Products and scope

2.1 SummitFold is a hosted web-based conference management system provided by The Company, which consists of server-based software, that you access through your web browser and/or through other special access mechanisms like API access tokens as defined in your contract with us.

2.2 The precise combination of web-based software, hosting, licenses, and support agreements are a part of the contract and/or purchase order that you as The Customer completes together with The Company.

2.3 These Terms apply across the entire use of products and services developed, maintained, and marketed by The Company, including—but not limited to—the SummitFold promotional website, the SummitFold app, print materials, organization and conference websites.

2.4 By using any of the products or services mentioned above you agree to the full combined Terms. If you’re using or interacting with SummitFold products and services on behalf of an organization, group, scientific society or public entity, you agree to these combined Terms on behalf of that organization.

2.5 By entering into a legally binding Agreement with The Company based on these Terms, you may enjoy the benefits of SummitFold for the duration of time specified in your contract. This is to be considered a non-exclusive and non-assignable licence to use SummitFold. If no duration is specified, this will be either a) until the end of your defined subscription period, or b) three months after the last day of your event or conference.

3. User obligations

3.1 The Customer and/or Participant shall not attempt to gain access to parts of the product and services beyond your agreed upon rights or user level access controls.

3.2 The Customer and/or Participant shall not attempt to infer, disassemble, or translate the Products or Services, beyond the rights conferred a) by this or other written Agreements with The Company, or b) open source licenses or agreements for components employed by The Company in SummitFold.

3.3 The Customer and/or Participant shall not attempt to resell or otherwise make available any parts of SummitFold to third parties, outside the precisely defined scope of a specific written agreement with The Company.

3.4 The Customer and/or Participant shall never have the right to make SummitFold available to third parties in competition with The Company.

3.5 The Customer and/or Participant shall not use SummitFold or any of The Company’s products or services in any unlawful manner, use SummitFold to host illegal materials, or engage in illegal activities of any kind.

3.6 Participants understand that once they have submitted information such as abstracts or that they decide to attend a conference, this information may be transmitted to third parties as specified by the organization and/or conference organizers (The Customer), and will not necessarily be deletable. Particularly abstracts sent out for peer review or submitted for print or web-based publishing will not be deletable, as they no longer only reside in SummitFold.

3.7 Specifically, Participants note that by using the system, they enter into an Agreement with both The Company and The Customer organization that use The Company’s services to organize events. It is a core part of the system – and thus considered part of the legitimate interests of The Company and The Customer – to require the name, email, and other contact information (such as address, work place, and phone number). Without this information Participants would not be able to sign up to attend events, submit abstracts, or otherwise meaningfully interact with the hosted events. As The Customer will often host repeated events on the same topic, The Participant also agrees that it is part of the expected behavior of the system that their contact information will be made available for subsequent events hosted by The Customer either using SummitFold or a third party system. The Participant may specifically opt-out of this behavior if desired.

3.8 The Customer agrees that The Company – at its sole discretion – may use The Customer’s name and the name of their group, society, organization or company as part of loyal and faithful marketing materials, presentations, customer lists, financial reports and online listings (including links to The Customer’s website(s)). This includes trade names, logos, trademarks, service marks, domain names and other distinctive brand features.

3.9 The Customer and/or Participant will faithfully respect The Company and SummitFold brand, and will only use the names and logos in good faith, and not in any illegal or defamatory fashion. The temporary use of these materials and/or logos do not confer any special rights. They all remain the exclusive property of The Company.

3.10 Using SummitFold in an organization allows for more fine-grained control over Participant accounts and profiles. The Customer assumes liability and asserts that he is allowed this level of control in his legal jurisdiction.

3.11 SummitFold is a product for adult professionals. If you are under the age of 18 you may not use the system.

3.12 Breach of obligations under these Terms will be considered a material breach of contract.

4. Company obligations

4.1 Unless otherwise agreed upon between the parties, SummitFold operates as a hosted web-based service. The Company will make all reasonable efforts to ensure the system remains online and available for the duration of the contract. Scheduled and unscheduled maintenance of SummitFold or third party providers and data sub-processors, bugs, outages, weather, and force majeure may impact the availability of the system, and will be considered to be part of the normal functioning and availability of the system, and The Company has no liability for these events.

4.2 To the fullest extent allowed by law, The Company shall not be liable for any direct or indirect loss of profits, revenue, goodwill or other intangible losses, relating or resulting from access or lack of access to The Company’s products or services.

4.3 For critical systems with required uptime and availability, The Company makes add-on support level agreements and contracts available.

4.4 The Company provides best-effort support by email during Danish business hours (9–16 CET). For guaranteed support windows, The Company makes special support agreements available.

4.5 The Company continues to work to improve SummitFold and its other products and services. At The Company’s sole discretion, we may change, modify, expand, restrict, limit, or eliminate specific features of SummitFold. If features are at risk of being deprecated or discontinued, we will make every reasonable effort to communicate these intended changes ahead of time, and offer mitigating solutions.

4.6 The Company helps make organization and/or conference websites available, but the sites are under the control of The Customer. The Company does not assume any liability nor do we endorse the contents of these sites.

4.7 SummitFold is provided “as is” without any warranties, express or implied.

5. Prices and usage costs

5.1 Invoices will be paid by The Customer a) on organization and/or conference setup, b) monthly based on any subscriptions or special costs incurred during this time, and c) at the end of the event for any remaining charges not previously invoiced.

5.2 The Customer will have 14 calendar days to pay any invoice unless otherwise specifically agreed upon in writing.

5.3 Unless exempt by law, The Customer will pay late-payment fees and interest as defined in the purchase order, otherwise following standard rates.

5.4 Non-payment or late-payment of invoices by The Customer will be considered breach of contract, and may lead The Company to shut down The Customer’s access to SummitFold.

5.5 The Company may communicate increases in price with 30 calendar days’ notice to The Customer. Price increases for third party services (such as credit card processing fees, physical mailings, or printing services) that The Company is faultless in, and incurs on behalf of The Customer may be passed on directly to The Customer at The Company’s discretion without prior notice.

6. Special services

6.1 If employees of The Company travel at the behest, wish, or instruction of The Customer, The Customer agrees to pay reasonable travel costs to cover The Company’s expenses for travel in full.

6.2 The Company offers add-on services to the base contract for use of SummitFold. This includes—but is not limited to—print materials, physical mailings, payment processing, website design, layout and typesetting of books, folders, and pamphlets. Once The Company has been instructed by The Customer to commence work on these services, the Customer has entered a legally binding Agreement to pay for the costs as outlined by The Company.

6.3 The offered add-on services may have additional terms that will have effect in addition to this Agreement, and in specific instances supersede provisions in this Agreement.

7. Intellectual Property

7.1 The Customer acknowledges that The Company has full ownership of the SummitFold intellectual property, except for incorporated open source components as specified in the relevant license files. No agreements between The Customer and The Company can shift, transfer or otherwise remove intellectual property rights from The Company.

7.2 The Customer assumes full liability for the content that they or their Participants enter into SummitFold. The Customer indemnifies The Company for any claims arising from such content.

8. Force Majeure

8.1 The Customer shall confer full indemnity to The Company for any event or circumstance not within The Company’s reasonable control that leads to adverse events as noted in—but not limited to—this Agreement’s sections on liabilities and obligations.

8.2 The Company promises to use all reasonable efforts to mitigate the effects of a force majeure situation as soon as possible.

9. Termination

9.1 The contract may be terminated immediately upon material breach of contract.

9.2 The Company may terminate the contract immediately on non-payment or late-payment of invoices by The Customer. The Company will use reasonable efforts to contact The Customer before terminating the contract or shutting off access to SummitFold.

9.3 The Customer’s rights to terminate the contract differs whether we have subscription- or event-based contract in place.

1. For subscription-based contracts, The Customer may give 6 months notice in writing to The Company from the start of a calendar month.
2. For event-based contracts, may terminate at any time, but will forfeit any already paid invoices.

In all contract types, The Customer

1. will still be liable to pay outstanding invoices a) already generated before the termination, and b) for special and/or add-on services that are billed separately, and which The Customer has already requested of The Company,
2. after the period of notice is over, The Customer’s access to the system will be revoked, and the materials stored in the system will no longer be available, unless otherwise agreed upon. After this period of notice, The Company and The Customer no longer have any obligations towards each other.

10. Final considerations

10.1 We will update these Terms as needed. For material changes we will take appropriate measure to contact you, consistent with the severity of the planned changes. We will obtain your consent to specific material changes as required by law. Any changes to the Terms will apply to all current and past Customers and Participants.

10.2 Any disputes regarding The Company and/or these Terms will be governed by the laws of The Kingdom of Denmark, and will be handled in the county where the company has its registered main address (currently Copenhagen County).

10.3 If any parts of these Terms are found to be invalid or unenforceable, all remaining Terms and Agreements remain valid.