Terms and Conditions
Last updated: 28.07.2026
1. General information
These Terms and Conditions govern the use of europeandentalawards.com and the purchase of event passes, competition registrations and other services offered in connection with the European Dental Awards, hereinafter referred to as the “Event”.
The Website and the Event are operated by:
Legal name: European Ectopic Association
Legal form: Association
Registered address: București, Sector 1, Strada Bratocea, nr.13, CP 012158
Registration number: 33110298
International tax identification number: RO51253474
E-mail: office@ectopicsociety.com
Telephone: +40745201912
Website: www.europeandentalawards.com
Hereinafter referred to as the “Organizer”, “we”, “us” or “our”.
By accessing the Website, creating an account, placing an order, purchasing an access pass or registering a competition case, you confirm that you have read, understood and accepted these Terms and Conditions.
2. Definitions
For the purpose of these Terms and Conditions:
Website means www.europeandentalawards.com and its related pages and services.
Event means the European Dental Awards edition identified on the Website and in the order confirmation.
Customer means any natural person or legal entity placing an order through the Website.
Attendee means a person holding a valid access pass for the Event.
Contestant means the professional who registers and submits one or more clinical cases to the competition.
Case Leader means the person responsible for a team submission and for communications with the Organizer.
Team Member means a person included in a competition team by the Case Leader.
Access Pass means any General Access, VIP or other admission product made available for the Event.
Competition Registration means the paid right to submit a case in an eligible competition category.
Order means a request to purchase one or more services through the Website.
Account means the personal user area created on the Website.
3. Scope of the services
The Organizer may offer the following services through the Website:
General Access passes;
VIP or other premium access passes;
Competition registrations for one or more clinical cases;
Case registration packages;
Access-related services for contestants and team members;
Other services or benefits described on the Website.
The exact content, price, availability and conditions of each service are those displayed on the relevant product or registration page at the time the Order is placed.
An Access Pass and a Competition Registration are separate services unless the Website expressly states that event admission is included in a particular registration package.
4. Eligibility and legal capacity
To place an Order, the Customer must:
be at least 18 years old;
have the legal capacity to enter into a binding contract;
provide complete and accurate information;
use a valid payment method that they are authorized to use; and
comply with these Terms and Conditions and any applicable Competition Rules.
Where an Order is placed on behalf of a company, clinic, association or other organization, the person placing the Order confirms that they are authorized to act on behalf of that entity.
Competition participation is open only to persons who meet the professional, territorial and other eligibility requirements stated in the official Competition Rules.
Clinics and other legal entities may pay for registrations or access passes, but they may not be recognized as contestants or case authors unless expressly permitted by the Competition Rules.
5. User accounts
Certain services may require the creation of an Account.
The user is responsible for:
providing correct and current information;
maintaining the confidentiality of their login credentials;
preventing unauthorized access to their Account; and
promptly informing the Organizer of any suspected unauthorized use.
Actions performed through an Account will be considered to have been authorized by the Account holder unless the Organizer has been informed of unauthorized access.
The Organizer may suspend or restrict an Account where there are reasonable indications of fraud, misuse, unauthorized access, false information or a breach of these Terms.
6. Orders and conclusion of the contract
The services displayed on the Website represent an invitation to place an Order and not an unconditional obligation of the Organizer to accept every Order.
Before completing an Order, the Customer will be able to review the selected services, the total price, the transaction currency and the information entered during checkout.
An Order is considered submitted when the Customer:
completes the required information;
accepts these Terms and Conditions and the applicable policies;
confirms the Order; and
completes the payment process.
The contract between the Customer and the Organizer is concluded only after the Organizer receives confirmation of successful payment and issues an Order confirmation.
An automatic message acknowledging receipt of an Order does not constitute acceptance where payment has not been successfully confirmed.
The Organizer may refuse or cancel an Order before confirmation in cases including:
payment failure;
incorrect pricing caused by an obvious technical error;
suspected fraud or unauthorized payment;
duplicate Orders;
lack of availability;
breach of eligibility conditions; or
materially inaccurate or incomplete information.
Where payment has already been collected for an Order that the Organizer cannot accept, the corresponding amount will be refunded using the original payment method, except where another method is agreed with the Customer.
7. Prices, currency and invoicing
All prices and the applicable transaction currency are displayed on the Website before the Order is confirmed.
Unless otherwise indicated, the total amount payable will include all applicable taxes and mandatory charges. Any optional service or additional charge will be displayed separately before payment.
Prices may vary depending on:
the type of Access Pass;
the registration package;
the number of cases registered;
the sales period;
promotional campaigns;
discount codes; or
availability.
A later price reduction does not entitle a Customer who previously completed a purchase to a refund of the difference.
The Customer is responsible for checking the total amount and currency before confirming payment.
Where applicable, an invoice will be issued using the billing information provided during checkout. The Customer is responsible for ensuring that this information is complete and correct before the invoice is issued.
8. Payment
Online card payments are processed through NETOPIA Payments.
The Customer may be redirected to, or interact with, the secure payment environment provided by the payment processor. The payment transaction may also be subject to the payment processor’s own technical and security procedures.
The Organizer does not guarantee that every payment attempt will be authorized. A payment may be declined by the issuing bank, the payment processor or the applicable card network.
The Order is not confirmed until the Organizer receives a successful payment confirmation.
The Customer must not:
use a payment instrument without authorization;
initiate a fraudulent payment;
provide false payment information; or
improperly dispute a valid transaction.
Where a payment is reversed, charged back or cancelled without valid grounds, the Organizer may suspend the associated Access Pass, registration, submission or Account until the matter is resolved.
9. Order confirmation and electronic delivery
Following successful payment, the Customer will receive an Order confirmation at the e-mail address provided during checkout.
Depending on the purchased service, the Customer may also receive:
an electronic Access Pass;
an order or ticket number;
access to the Account area;
access to the submission platform;
instructions for registering or uploading a case;
team-member invitations;
discount or access codes; or
other relevant Event information.
Electronic delivery is considered completed when the confirmation or access information is:
sent to the e-mail address provided by the Customer; or
made available in the Customer’s Account.
The Customer must verify the spam, junk and promotions folders and ensure that the provided e-mail address is correct.
Failure to receive an e-mail does not automatically invalidate an Order where the Access Pass, registration or confirmation is available in the Customer’s Account.
Any delivery issue should be reported to office@ectopicsociety.com without undue delay.
10. Access passes
An Access Pass grants admission only to the Event, date, venue, areas and benefits specified in the relevant product description and Order confirmation.
The Customer must verify that the information associated with the Access Pass is correct.
The Organizer may require attendees to present:
the electronic or printed Access Pass;
the associated QR code or ticket number;
a valid identity document; and
where applicable, proof of professional status or eligibility.
Each Access Pass may be scanned or validated only as permitted by the Organizer. Duplicated, altered, falsified or unlawfully obtained passes may be cancelled.
Unless expressly permitted by the Organizer:
Access Passes may not be resold for commercial gain;
discount codes may not be sold;
promotional access may not be transferred for consideration; and
Access Passes may not be used for advertising, competitions or commercial packages without written permission.
The Organizer may establish reasonable entry, security and accreditation procedures for the Event.
11. Competition registrations
A Competition Registration grants the Contestant the right to submit a case for evaluation, subject to:
successful payment;
compliance with the eligibility requirements;
compliance with the Competition Rules;
submission within the announced deadline; and
compliance with all technical, ethical and professional requirements.
Purchasing a Competition Registration does not guarantee:
acceptance of a submitted case;
qualification as a finalist;
receipt of an award;
a particular score;
publication or promotion; or
admission to the Event, unless admission is expressly included.
A Contestant may register no more than the maximum number of cases permitted by the Competition Rules. Where multiple submissions are permitted, each case may be required to be entered in a different category.
The Organizer may reject, disqualify or remove a submission that:
does not comply with the applicable category;
is incomplete;
is submitted after the deadline;
contains identifying information where anonymous evaluation is required;
contains false or misleading information;
infringes intellectual property or privacy rights;
fails to comply with professional or ethical obligations; or
otherwise breaches the Competition Rules.
A rejected or disqualified case does not automatically entitle the Contestant to a refund where the rejection results from the Contestant’s failure to comply with the published requirements.
12. Case submissions
The Contestant is responsible for the accuracy, completeness and legality of all information and materials included in a submission.
Where the competition requires anonymous evaluation, the submitted case file must not contain information that directly or indirectly identifies:
the Contestant;
the Case Leader;
a Team Member;
the clinic;
the workplace; or
any other person whose identity is not required.
The Organizer may review submissions for administrative and technical compliance before making them available to the jury.
A submission may remain editable until the applicable submission deadline. After the deadline, changes may be restricted or prohibited unless expressly authorized by the Organizer.
The Organizer is not responsible for incomplete uploads, corrupted files, unsupported formats, internet failures or submissions that are not successfully completed before the deadline.
Contestants are encouraged to retain their own copies of all submitted materials.
13. Professional and patient-related declarations
By submitting a clinical case, the Contestant declares and warrants that:
they are legally entitled to practise their profession in accordance with the eligibility requirements;
they are entitled to submit and present the case;
the case information is accurate and authentic;
the treatment and documentation were obtained lawfully and ethically;
all necessary patient permissions, authorizations and consents have been obtained;
patient information has been appropriately anonymized;
the submission does not violate confidentiality or data-protection obligations;
the submission does not infringe third-party intellectual property rights; and
the Organizer may request reasonable evidence supporting these declarations.
The Organizer does not independently certify or guarantee the professional qualifications, licensing status or legal right to practise of a Contestant.
The Contestant remains solely responsible for their professional declarations and for compliance with the rules applicable to their clinical practice.
14. Team submissions
Where team submissions are permitted, the Case Leader may register up to the maximum number of Team Members specified by the Organizer. Unless otherwise stated, the maximum team size includes the Case Leader.
The Case Leader is responsible for:
providing accurate Team Member information;
ensuring that Team Members have agreed to be included;
obtaining any necessary permissions from Team Members;
identifying each person’s contribution;
ensuring compliance with the Competition Rules; and
acting as the primary contact for the submission.
Team Members may receive an informational e-mail, invitation or discount code related to the Event.
Being listed as a Team Member does not automatically include an Access Pass. Any access benefit or discount will be governed by the conditions communicated with the relevant code or invitation.
Discount codes:
may have a limited validity period;
may apply only to selected Access Passes;
may be limited to one use per eligible person;
may not be combined with other promotions unless expressly stated;
may not be sold or publicly distributed; and
may be deactivated in cases of misuse.
15. Evaluation and jury decisions
Cases will be evaluated according to the procedure and criteria described in the Competition Rules.
The Organizer may appoint jurors, moderators, technical reviewers or other specialists and may replace them where reasonably necessary.
To protect the integrity of the competition, the Organizer may:
verify eligibility;
request clarifications or supporting documents;
correct administrative classification errors;
reassign a case where permitted by the Competition Rules;
exclude a conflicted juror from evaluating a particular case;
investigate suspected misconduct; and
disqualify non-compliant submissions.
Subject to any correction procedure expressly provided in the Competition Rules, jury decisions are final regarding professional and qualitative evaluation.
The Organizer does not guarantee any particular number of points, ranking, finalist position or award.
16. Finalists, winners and promotional use
Contestants selected as finalists may be asked to provide:
a professional photograph;
a short biography;
professional information;
social-media details;
additional case materials; or
other information reasonably required for Event communication.
Finalists and winners acknowledge that their name, professional image, finalist or winner status and non-confidential case information may be announced through:
the Website;
the Event presentation;
social-media channels;
press releases;
partner communications;
printed materials; and
promotional materials relating to the current or future editions of the Event.
Any such use will be subject to applicable image, privacy and data-protection rules. Where separate consent is legally required, the Organizer will request it separately.
A Contestant who does not provide the materials reasonably required for finalist presentation may limit the Organizer’s ability to promote their participation.
17. Intellectual property
The Website, Event identity, logos, graphics, texts, videos, designs, databases, software and other materials created or owned by the Organizer are protected by intellectual-property laws.
They may not be copied, reproduced, distributed, modified, republished or commercially used without prior written permission.
The Contestant retains ownership of the original intellectual property in their submission.
By submitting a case, the Contestant grants the Organizer a non-exclusive, worldwide, royalty-free licence to:
store and administratively process the submission;
make it available to the jury;
display it during the competition and Event;
include it in finalist or winner presentations;
use reasonable excerpts for Event communication; and
archive it for organizational, evidentiary and historical purposes.
Any wider educational, editorial or commercial use of a complete case may be subject to a separate agreement or permission.
The Contestant confirms that they have the authority to grant these rights.
18. Event programme and operational changes
The Event programme, speakers, jurors, partners, timetable, access areas and activities may be updated where reasonably necessary.
The Organizer may make non-material changes without entitling the Customer to a refund.
Where a material change affects the essential nature of a purchased service, the Organizer will inform affected Customers and apply the remedies required by applicable law and the published Cancellation and Refund Policy.
The latest operational information will be communicated through the Website, the Customer’s Account or the contact details provided during registration.
19. Event conduct
All attendees, contestants and team members must behave professionally and comply with:
venue rules;
safety and security instructions;
accreditation requirements;
applicable laws;
anti-harassment requirements; and
reasonable instructions issued by the Organizer or venue staff.
The Organizer may refuse entry or remove a person from the Event where that person:
presents a safety or security risk;
behaves violently, abusively or disruptively;
harasses another person;
damages property;
uses falsified access credentials;
attempts unauthorized commercial activity;
records restricted content;
breaches professional confidentiality; or
materially violates these Terms.
Where removal results from the person’s own misconduct, no refund will be due, except where mandatory law provides otherwise.
20. Photography, video and recordings
The Event may be photographed, filmed, livestreamed or otherwise recorded.
Attendees may appear incidentally in wide-angle, crowd or atmosphere recordings used to document and communicate the Event.
Where a person is the primary subject of promotional content and a separate legal basis or consent is required, the Organizer will address this in accordance with the Privacy Policy and applicable law.
Attendees may not professionally record, broadcast or commercially distribute Event content without prior written approval.
The Organizer may prohibit photography or recording during particular presentations, case evaluations or restricted sessions.
21. Cancellation, postponement and relocation
The Event may be cancelled, postponed, relocated or materially modified due to circumstances including:
venue unavailability;
safety or security concerns;
public-authority decisions;
travel restrictions;
public-health events;
technical failures;
strikes;
natural disasters;
severe weather;
acts of terrorism;
war or civil unrest;
failure of essential suppliers; or
other circumstances beyond the Organizer’s reasonable control.
In such circumstances, the Organizer will inform affected Customers as soon as reasonably practicable.
The available options, including transfer of access, credit, rescheduling or refund, will be governed by the Cancellation and Refund Policy and mandatory applicable law.
Unless mandatory law provides otherwise, the Organizer will not be responsible for travel, accommodation, visa, subsistence or other external expenses incurred in connection with the Event.
Customers are encouraged to make flexible or refundable travel arrangements.
22. Customer cancellations and right of withdrawal
Access Passes and Event-related services are supplied for a specific date or period.
Where permitted by applicable consumer law, contracts concerning leisure or event services scheduled for a specific date or period are exempt from the standard 14-day right of withdrawal.
Consequently, completing an online purchase does not automatically entitle the Customer to cancel the Order within 14 days.
Any cancellation, transfer or refund voluntarily offered by the Organizer will be governed by the applicable Cancellation and Refund Policy and the conditions displayed at the time of purchase.
This section does not limit any mandatory statutory right applicable to a Customer.
23. Promotional and discount codes
Promotional codes may be subject to specific eligibility, validity, product and usage conditions.
Unless otherwise stated:
a code may be used only once;
only one code may be applied per Order;
codes cannot be exchanged for money;
unused value is not refundable;
codes cannot be applied retrospectively;
codes cannot be combined; and
codes obtained through fraud, public distribution or unauthorized resale may be cancelled.
The Organizer may deactivate a code where it has expired, been misused or been issued in error.
24. Website availability
The Organizer aims to maintain reasonable Website availability but does not guarantee uninterrupted or error-free access.
The Website may be temporarily unavailable due to:
maintenance;
updates;
hosting or network failures;
cyber incidents;
third-party service interruptions; or
circumstances outside the Organizer’s control.
The Organizer may modify, suspend or discontinue Website functions where reasonably necessary.
Nothing in this section limits the Organizer’s obligation to provide services already validly purchased.
25. Limitation of liability
The Organizer is responsible for providing the purchased services with reasonable care and in accordance with the applicable Order.
To the maximum extent permitted by law, the Organizer will not be liable for:
indirect or consequential losses;
loss of business, revenue, opportunity or reputation;
travel or accommodation expenses;
personal belongings lost or damaged at the venue;
third-party services outside the Organizer’s control;
failures caused by incorrect Customer information;
unsuccessful submission caused by the Customer’s equipment or internet connection; or
circumstances beyond the Organizer’s reasonable control.
Nothing in these Terms excludes or limits liability that cannot lawfully be excluded, including liability arising from fraud, wilful misconduct or other liability protected by mandatory law.
The Customer remains responsible for determining whether attendance, professional participation and any travel arrangements are appropriate for them.
26. Third-party services
The Website and Event may use or provide access to services supplied by third parties, including:
payment processors;
ticketing or accreditation services;
venues;
accommodation providers;
travel providers;
livestreaming services;
e-mail providers; and
external websites.
Third-party services may be governed by separate terms and privacy notices.
The Organizer is not responsible for the independent acts, omissions or contractual obligations of third-party providers, except where the Organizer is legally responsible for their performance.
27. Personal data
Personal data is processed in accordance with the Organizer’s Privacy Policy and Data Protection Policy.
These documents explain, among other matters:
what information is collected;
why it is collected;
the legal bases for processing;
how long it is retained;
who may receive it; and
the rights available to data subjects.
The Customer is responsible for reading the applicable privacy information before submitting personal data relating to themselves or another person.
28. Complaints and customer support
Questions, complaints and requests concerning an Order may be sent to:
E-mail: office@ectopicsociety.com
Telephone: +40745201912
Postal address: București, Sector 1, Strada Bratocea, nr.13, CP 012158
The message should include, where applicable:
the Customer’s full name;
the Order number;
the e-mail address used for the Order;
a description of the issue; and
any relevant supporting documents.
The Organizer will review complaints and respond within a reasonable period and within any mandatory legal deadline.
29. Changes to these Terms
The Organizer may update these Terms where necessary to reflect:
legal or regulatory changes;
changes to the Event or Website;
technical developments;
security requirements; or
clarification of existing provisions.
The version applicable to an Order is the version accepted when that Order was placed, unless a change is required by mandatory law.
The current version and its last-update date will be published on the Website.
30. Severability
If any provision of these Terms is found to be unlawful, invalid or unenforceable, that provision will be applied to the maximum extent permitted or replaced by a valid provision with a similar purpose.
The remaining provisions will continue to apply.
31. No waiver
A failure or delay by the Organizer in exercising a right under these Terms does not constitute a waiver of that right.
32. Governing law and jurisdiction
These Terms and the contracts concluded through the Website are governed by Romanian law, without depriving consumers of any mandatory protection granted by the law of their country of habitual residence.
The parties will first attempt to resolve any dispute amicably.
Where an amicable resolution is not possible, disputes will be submitted to the competent courts determined under applicable law.
Nothing in this section restricts a consumer’s right to bring proceedings before a court that has jurisdiction under mandatory consumer-protection rules.
33. Contact
For questions regarding these Terms and Conditions, please contact:
Legal name: European Ectopic Association
Legal form: Association
Registered address: București, Sector 1, Strada Bratocea, nr.13, CP 012158
Registration number: 33110298
International tax identification number: RO51253474
E-mail: office@ectopicsociety.com
Telephone: +40745201912
Website: www.europeandentalawards.com