General Regulations on Events

Version V2/2026 of 13/10/2026. Each Participant accepts the version in force at the time of registration. Earlier versions shall continue to apply to registrations made under them.

These Regulations are drafted in French and have been translated into English for information purposes. In the event of any discrepancy between the French version and the English version, the French version shall prevail.

Preamble

The Société Française de Cosmétologie (“SFC”), an association governed by the French Law of 1 July 1901, registered in the National Associations Register (RNA) under number W922001007, whose registered office is at 210 boulevard Bineau, 92200 Neuilly-sur-Seine, organises scientific, institutional, professional or training events, in person or remotely, for its Members and, where applicable, a wider audience.

These General Regulations set out the rules common to all such Events and ensure their proper conduct, security and compliance with the principles of neutrality, ethics, transparency and professionalism that guide the SFC’s activities. Certain Events, in particular the International Symposium, are subject to Specific Conditions, which follow the General Regulations and form an integral part thereof.

Registration for an Event constitutes unreserved acceptance of the Regulations, by an unequivocal positive action that is not pre-ticked at the time of registration, together with acknowledgement of the general terms of use of the website, of the privacy policy (including the cookies policy) and, where applicable, of the specific terms applicable to the Event concerned. For a Speaker who is not registered and for the Corresponding Author of an Abstract, the specific acceptance arrangements are set out in Articles 9.1 and 10.2. These Regulations may be consulted on the Website.

Definitions

• Event: any event organised by the SFC, in person, remotely or in hybrid format, including through an online platform or any equivalent system
• Participant: any natural person registered for or invited to an Event, including visitors, attendees, Speakers, exhibitors, Sponsors, Service Providers, journalists and any person authorised to attend, whether registering on their own behalf or on behalf of their employer
• Professional Participant: a Participant who registers for purposes falling within the scope of their professional activity, or on behalf of an organisation
• Consumer Participant: a Participant, being a natural person, who registers for purposes falling outside the scope of their professional activity.
• Member: any natural person who is a member of the SFC and is up to date with their subscription or exempt under the internal regulations.
• Speaker: any person, whether or not liable for registration fees, who makes a specific contribution during an Event (lecturer, Keynote speaker, selected author, host, moderator) and who signs the specific recording and use authorisation.
• Sponsor: any person who supports an Event under the terms of a sponsorship contract entered into with the SFC.
• Abstract: a summary of scientific work submitted to the SFC by a Corresponding Author for the purposes of an Event. Submission of an Abstract authorises the SFC to reproduce it and communicate it to the public under the conditions of Article 10.4, to the exclusion of any recording of the image, voice or statements of its author.
• Corresponding Author: the author who submits the Abstract on behalf of all of their co-authors and assumes responsibility for it towards the SFC.
• Publisher: the company which, where applicable, publishes the selected Abstracts in a journal, under the conditions of Article 10.6. The Specific Conditions of an Event specify its identity.
• Website: the official website of the SFC (www.sfcosmeto.fr) and any other website or platform made available for registering for, participating in or following Events.
• Remote Access: following the Event by means of an online broadcasting system, where the Event provides for one.
• Service Provider: any person appointed by the SFC for services relating to the organisation of the Event (ticketing, payment, accommodation, catering, technical, logistics, security, digital platform) and who, where its services involve the processing of personal data on behalf of the SFC, acts as a processor within the meaning of the GDPR.
• Personal Data: any information relating to an identified or identifiable natural person, processed by the SFC in connection with registration for, participation in and follow-up of an Event, in accordance with Regulation (EU) 2016/679 (GDPR) and the French Law of 6 January 1978, as amended.
• Force Majeure: any unforeseeable, irresistible and external event, within the meaning of Article 1218 of the French Civil Code, making it impossible to organise or continue the Event.
• General Regulations: the first part of this document, which constitutes the general conditions applicable to all SFC Events.
• Specific Conditions: the provisions specific to an Event, which follow the General Regulations, of which they form an integral part and which they supplement.
• Regulations: the whole formed by the General Regulations (Part One) and any Specific Conditions applicable to the Event (Part Two for the International Symposium). Any reference to the “Regulations” refers to that whole; any reference to the “General Regulations” or to the “Specific Conditions” refers only to the relevant part.
• Administrative Fees: the flat fee set in Article 2.4, which covers the processing of the cancellation of the Participant’s file. It is distinct from online payment fees, which are borne by the SFC, and from fees charged by the Participant’s own bank.
• SFC Documents: the Regulations, the specific recording and use authorisation, the general terms of use, the general terms of membership, the SFC’s privacy and cookies policy, and any document to which the registration refers.

Article 1 : Purpose and scope

1.1 These Regulations

govern the registration, participation and conduct of Participants at SFC Events, whether they act as Members or non-Members, as well as of Speakers, exhibitors and partners, and set out the common rules on recording, data processing, liability and cancellation.

1.2 The Regulations and the other SFC Documents

form a coherent whole and apply together. They do not conflict; the Specific Conditions supplement the General Regulations and derogate from them only expressly. In the event of a discrepancy, the order of priority set out in Article 11.2 shall apply.

1.3 Provisions

that apply only to Professional Participants shall expressly say so.

1.4 The SFC

may organise Events reserved for its Members or for specified audiences; the conditions of access are specified at the time of registration.

Article 2 – Registration, payment, cancellation, withdrawal and refund

2.1 Registration

Registration is made exclusively through the SFC Website or by any other means expressly indicated in the Event documentation. It is personal and nominative. It becomes final upon written confirmation by the SFC and full payment of the registration fees within the time limits set. For free Events, it becomes final upon confirmation by the SFC.

2.2 Rates and means of payment

The applicable rates, including the reduced-rate categories, appear in the price list published for each Event; they are stated inclusive of all taxes, unless the price list states otherwise. The applicable rate is the one in force on the date of registration. Payment is made in euros, by bank card via a secure platform, by bank transfer or by any other means offered at registration. Invoices are issued and sent electronically.

2.3 Payment fees and security

The fees of the online payment Service Provider relating to collection are borne by the SFC, subject to the deduction of bank charges in the cases provided for in Articles 2.4 and 2.8. Any fees charged by the Participant’s own bank, or relating to currency conversion, remain the Participant’s responsibility. Card payment is processed by an authorised payment service provider; the SFC does not retain Participants’ banking data. Strong authentication may be required. In the event of rejection or failure of payment, the registration shall be suspended or cancelled. A bank chargeback may result in suspension of access to the Event and re-invoicing of the corresponding costs actually incurred by the SFC.

2.4 Cancellation by the Participant

Subject to the right of withdrawal provided for in Article 2.6, a Participant who is unable to attend the Event may request cancellation of their registration in writing, to contact@sfcosmeto.fr. The date taken into account is the date of receipt of the request. The following scale applies:

• more than 30 days before the start of the Event: refund of the sum paid, less Administrative Fees of €50;
• between 30 and 15 days before the start of the Event: refund of 50% of the sum paid, less bank charges;
• less than 15 days before the start of the Event: no refund.

The Administrative Fees of €50 are charged per cancelled registration. This scale does not apply to the proper exercise of the right of withdrawal provided for in Article 2.6. Bank charges means only the charges actually incurred by the SFC in respect of the refund. No deduction is made where the right of withdrawal is exercised or where the Event is cancelled by the SFC.

2.5 Substitution

The Participant may be replaced by another person in the same or a lower rate category, free of charge, upon written notice to the SFC at least two working days before the start of the Event, stating the full identity of the replacement, and subject to the SFC’s acceptance.

2.6 Right of withdrawal of the Consumer Participant

a) Principle

Where registration is made remotely by a Consumer Participant, the Consumer Participant has a period of fourteen calendar days from the conclusion of the contract in which to withdraw, without having to give any reason or bear any penalty, under the conditions of the French Consumer Code. The right is exercised by an unequivocal statement addressed to the SFC by email to contact@sfcosmeto.fr or by registered letter to its registered office.

b) Refund

The SFC shall refund all sums paid without undue delay and no later than fourteen days from the date on which it is informed of the Consumer Participant’s decision to withdraw, using the means of payment used for the registration, unless the Consumer Participant expressly agrees otherwise

c) Early performance

Where the Event begins before the withdrawal period has expired, the Consumer Participant shall expressly request, by a positive action separate from acceptance of the Regulations and taken at the time of registration, that their participation begin before the end of that period. That request is necessary for the SFC to be able to admit them to the Event within that period.

d) Withdrawal after performance has begun

A Consumer Participant who exercises the right of withdrawal after the Event has begun but before it has ended shall pay the SFC an amount proportionate to the part of the service already provided up to the time they communicate their decision, in accordance with the law. The balance shall be refunded to them.

e) Loss of the right of withdrawal

Where the Event is fully performed before the withdrawal period has expired, a Consumer Participant who, at the time of registration and by an action separate from acceptance of the Regulations, requested early performance and acknowledged that they lose their right of withdrawal once the service has been fully performed, may no longer withdraw. In the absence of that request and acknowledgement, they retain their right of withdrawal and the SFC shall refund all sums paid in full.

f) Evidence

The SFC shall keep a record of the date and time of the request and of the acknowledgement by the Consumer Participant.

2.7 Professional Participant

The right of withdrawal applies only to Consumer Participants, or to persons treated as such by law. The Professional Participant is subject solely to the rules of Articles 2.4 and 2.5.

2.8 Proof of eligibility for a reduced rate

A Participant who requests a reduced rate shall provide the supporting document corresponding to their category, under the conditions specified in the Specific Conditions. Failing a valid supporting document and rectification, the registration is cancelled and the sums paid are refunded, less the bank charges defined in Article 2.4.

2.9 Refunds

Approved refunds are made, where technically possible, by the means of payment used at registration. Bank re-crediting times are outside the SFC’s control.

2.10 Fraud prevention

The SFC and its payment Service Provider may implement security checks, whether automated or manual, intended to prevent fraud. These checks may result in a transaction being refused, a request for further information or a deferral of payment. The SFC may change its payment Service Provider without reducing the security and confidentiality safeguards; such a change is brought to Participants’ attention by updating the Regulations.

2.11 Implied cancellation

In respect of Professional Participants, the SFC may treat the Participant’s absence on the opening day of the Event or at the first scheduled session as implied cancellation. Failure to pay in full before the start of the Event, or the provision of inaccurate or incomplete information making participation impossible, may result in suspension or cancellation of the registration. In such cases, the SFC may dispose of the place, without refund or compensation, subject to any applicable mandatory provisions. In respect of Consumer Participants, such situations are dealt with under the conditions of Article 2.4.

Article 3 – Access to Events, badges and access systems

3.1 In-person access

Access is reserved for duly registered Participants who are up to date with payment. Each Participant shall present a personal badge or any proof of registration issued by the SFC. These documents are personal and non-transferable and may not be lent, copied or resold. The SFC may verify the Participant’s identity by means of official photographic identification; in the event of a discrepancy or failure to present it, access may be refused.

3.2 Remote Access

Where the Event provides for Remote Access, the Participant registered remotely shall receive, at the email address given at registration, a personal connection link or personal login credentials. It is the Participant’s responsibility to provide an accurate address and to check their spam folder. This link or these credentials are strictly personal: they may not be shared, transferred, published or used simultaneously by several persons. The SFC may suspend or revoke access in the event of fraudulent use or established sharing, without refund. The Participant is responsible for having suitable equipment and a suitable connection; the SFC does not guarantee the continuity of the broadcasting service beyond the diligence normally expected of an organiser.

3.3 Lost or forgotten badges

In the event of loss or if the badge is forgotten, the Participant shall report to the reception desk. A duplicate may be issued, where applicable against payment of Administrative Fees, after verification of their identity. The SFC may deactivate any badge that is lost or used fraudulently.

3.4 Badge-related data

The information collected for the production and issue of badges is limited to what is strictly necessary for identification and access control. It is kept for the duration of the Event and then deleted or anonymised as soon as possible, unless a longer legal retention obligation applies, under the conditions of Article 5.6. This deletion does not extend to registration and participation data, which are retained under the conditions of Article 5.6.

3.5 Security checks

For security reasons, the SFC and its Service Providers may carry out checks at the entrance to and within the premises of the Event (visual inspection of bags, checking of items, access screening). Refusal to submit to them results in denial of access, without refund.

3.6 Capacity and withdrawal of access

The SFC may limit the number of Participants for reasons of capacity or safety. Any breach of these Regulations may result in the immediate deactivation or withdrawal of the badge or Remote Access and the exclusion of the Participant under the conditions of Article 8.5, without refund where the breach is attributable to the Participant.

3.7 Verification of access conditions

The SFC may verify at any time that the Participant meets the conditions applicable to their rate category.

Article 4 – Recording, image, voice, statements, materials and scientific content

4.1 General recording and consent

The SFC may take photographs and make recordings of the Event in order to report on it, document it and, where provided for, broadcast it. Participants are informed by notices at the entrance and in the rooms and, for Remote Access, at the time of connection. By accepting the Regulations upon registration, the Participant, acting in their own name and, where applicable, in the name and on behalf of the organisation they represent, authorises the SFC, on a non-exclusive and free-of-charge basis, for five years from the recording and worldwide: a) to record, reproduce, communicate to the public and disseminate their image, voice and statements, in whole or in part, on any physical or intangible media, whether known or unknown at the date hereof (publications, audiovisual media, digital platforms, social networks, the Website, newsletters, reports, proceedings, educational or scientific materials); b) to broadcast such recordings live or deferred, in particular by online streaming; c) to adapt them for technical or editorial reasons (editing, translation, subtitling, cutting, incorporation into a composite medium), without distorting the statements or harming the dignity or reputation of the Participant or of the organisation represented. Any commercial, advertising or merchandising use, and any assignment to third parties outside the SFC’s scientific, institutional or educational framework, are excluded, except with the prior written consent of the Participant or of the organisation they represent. The Specific Conditions of an Event may restrict these arrangements (the International Symposium is broadcast live, without recording or replay).

4.2 Objection and withdrawal of consent

The Participant may withdraw their consent for the future, in writing to the data protection officer (dpo@sfcosmeto.fr), at the latest before the start of the Event, or on site at the reception desk. The SFC shall use reasonable endeavours to comply with that request. Withdrawal of consent does not affect the lawfulness of processing carried out before it.

4.3 Speakers

4.3 Speakers. The image, voice and statements of Speakers are recorded, disseminated and used only within the framework of the specific recording and use authorisation submitted to them. That authorisation is separate from the Regulations and from the rights in Abstracts, which are governed by Article 10.

4.4 Recording by Participants

Unless the SFC has given prior written authorisation, it is prohibited to photograph, film, record or retransmit all or part of the Event, by any means whatsoever. Any request shall be made at least fifteen days before the start of the Event. The SFC may have any recording made in breach of this prohibition deleted or blocked.

4.5 Presentation materials

Where the Participant or Speaker provides materials (presentations, visuals, publications), these are reproduced only to illustrate their contribution within the Event, to the exclusion of any standalone use. The Participant or Speaker warrants that they hold the necessary rights in such materials and shall refrain from any unannounced promotional statements.

4.6 Abstracts

Abstracts are governed exclusively by Article 10. An Abstract is not a material provided within the meaning of Article 4.5. Its submission does not entail any authorisation to record the image, voice or statements of its author, which fall under Article 4.1 for the Participant and under the specific authorisation referred to in Article 4.3 for the Speaker. Any publication by a Publisher falls under Article 10.6 and under the Specific Conditions of the Event where they provide for it.

4.7 Scientific content

The opinions expressed during an Event are those of their authors and do not bind the SFC. The content presented does not constitute individual advice or an endorsement of any product or claim.

Article 5 – Event privacy policy

This Article constitutes the privacy policy specific to SFC Events. For all processing that is not specific to Events (Website, member area, membership, cookies, newsletter) and for any further information, the SFC’s privacy policy, available on the Website, applies and remains in force.

5.1 Data controller

The SFC is the controller of the processing described below. The Participant may contact it, as well as its data protection officer, at dpo@sfcosmeto.fr or at the postal address of its registered office.

5.2 Data processed

Depending on the Event and format chosen, the SFC processes: identification and contact data (surname, first name, email address, telephone number), company and position, rate category and, where applicable, the corresponding supporting document, invoicing and payment data (card data being processed by the payment Service Provider), access and connection data for Remote Access, logistical information and, where voluntarily provided, accessibility or dietary requirements, image, voice and statements where recorded, as well as the data of authors and co-authors of Abstracts (name, affiliation, correspondence address, content of the Abstract). Information relating to accessibility, health or allergies is optional, limited to what is strictly necessary for the organisation of the Event and processed on the basis of the Participant’s explicit consent.

5.3 Purposes and legal bases

• Managing registration, payment, invoicing, reception, badges and access to the Event, including remotely: performance of the contract.
• Verifying the rate category and supporting documents: performance of the contract.
• Organising the scientific programme, processing Abstracts, publishing the name and affiliation of their authors with the Abstract under the conditions of Article 10.4 and, where the Event provides for it, transmitting the Abstract to the Publisher: performance of the contract and the SFC’s legitimate interest in organising and promoting its scientific activities.
• Ensuring the security of the premises and of access and preventing fraudulent use or sharing of access: legitimate interest.
• Documenting and reporting on the Event (Article 4.1): the Participant’s consent, given upon acceptance of the Regulations and capable of being withdrawn under the conditions of Article 4.2. The recording of the image, voice and statements of Speakers is based on their specific authorisation.
• Complying with accounting, tax and legal obligations: legal obligation.
• Informing the Participant of future Events or other communications: separate positive choice by the Participant, unrelated to registration for the newsletter.

5.4 Recipients

The data are intended for the SFC’s authorised departments and for Service Providers acting on its behalf and on its instructions (registration and ticketing, payment, hosting, broadcasting, processing of Abstracts). To verify affiliation to an IFSCC sister society, the SFC may, where appropriate, contact the IFSCC or the society concerned, to the extent necessary for that verification. The SFC does not disclose Participants’ email addresses to Sponsors or partners. No general transmission of Participants’ data to Sponsors or exhibitors takes place solely by reason of their participation. Where a Participant voluntarily chooses to have their badge scanned by a Sponsor or exhibitor, the associated data are transmitted to that Sponsor or exhibitor under the conditions specified before the scan. Data may be disclosed to the authorities where required by law. The name, affiliation and, where applicable, correspondence address of Abstract authors appear in the booklet and on the Website with the Abstract. Where the Event provides for publication, the Abstract and the strictly necessary data of its authors are transmitted to the Publisher, whose own terms apply to the publication (Article 10.6).

5.5 Transfers outside the European Economic Area

Where a Service Provider, the Publisher or another recipient is established outside the European Economic Area, the transfer is governed by the safeguards provided for by Regulation (EU) 2016/679 (GDPR) (adequacy decision, standard contractual clauses or other safeguard under Articles 44 et seq.). Further information may be requested from the data protection officer..

5.6 Retention periods

• Registration and participation data, Members and non-Members: three years from the end of the Event. Membership status does not extend this period.
  Reduced-rate supporting documents: deletion upon validation and, at the latest, within thirty days.
• Special requirements (accessibility, dietary): deletion as soon as they are no longer necessary for the organisation of the Event and, in principle, no later than after it has been held.
• Badges and access control: data specific to access control and badge scans are kept for the duration of the Event, then deleted or anonymised as soon as possible and, at the latest, within thirty days following the end of the Event. Participants’ identity and the history of their registration and participation form part of the registration and participation data and are retained under the conditions set out above.
• Payment records and references: thirteen months from the debit date, extended to fifteen months for a deferred-debit card. Full card data are not retained by the SFC.
• Accounting records: ten years from the close of the financial year concerned.
• Evidence of acceptance of the Regulations and applicable conditions: for the duration of the relationship concerned, then intermediate archiving for five years.
• Photographs and videos: for the period necessary for the purpose and within the limits of the rights granted; in principle five years.
• Abstracts and their authors’ data: for the duration of the rights granted under Article 10.4, then archiving of evidence of those rights for as long as necessary for the establishment, exercise or defence of the SFC’s rights.
• Speakers’ presentation materials: for the duration of the specific authorisation.

At the end of these periods, the data are deleted or anonymised, subject to intermediate archiving with restricted access, limited to what is necessary to comply with a legal obligation, establish evidence or defend a right.

5.7 Rights

The Participant has the rights of access, rectification, erasure, restriction, objection (in particular, on grounds relating to their particular situation, to processing based on legitimate interest) and portability, the right to withdraw consent where consent is the basis of the processing, and the right to give directions concerning the fate of their data after their death. They exercise these rights in writing to the data protection officer (dpo@sfcosmeto.fr or the registered office postal address, marked for the attention of the DPO). The SFC responds in principle within one month. The Participant may also lodge a complaint with the French data protection authority (Commission nationale de l’informatique et des libertés – CNIL).

Article 6 – Liability

6.1 Liability of the SFC

The SFC shall use reasonable endeavours to ensure the safety of Participants, the scientific and institutional quality of the content and the proper conduct of Events. Its liability may not be incurred in the event of Force Majeure, an act of the Participant or an unforeseeable and insurmountable act of a third party.

6.2 Exclusions in respect of Professional Participants

In respect of Professional Participants, the SFC’s liability may moreover not be incurred in the event of interruption or malfunction of the telecommunication networks or digital services used (registration platforms, videoconferencing, online broadcasting), nor in the event of fraudulent use by a third party of data uploaded by the Participant.

6.3 Limitation in respect of Professional Participants

In respect of Professional Participants, the SFC’s financial liability, from all causes combined, is limited to the amount of the registration fees received for participation in the Event concerned, and excludes indirect damage (loss of opportunity, profit or clientele, damage to reputation, loss of data), except in the case of gross negligence or wilful misconduct.

6.4 Liability of the Participant

The Participant remains liable for their conduct, for any damage they cause to persons, property or facilities, for the content and materials they present and their compliance with third-party rights (copyright, image rights, trade marks, trade secrets), and for the acts of any person they appoint or place under their responsibility.

6.5 Indemnity in respect of Professional Participants

In respect of Professional Participants, the Participant shall indemnify the SFC against any third-party claim arising from their own acts or those of persons placed under their responsibility.

6.6 No warranty

The SFC does not guarantee a minimum number of registrations or visitors, nor any scientific, institutional, commercial or relational outcome, nor the uninterrupted continuity of the digital services used beyond the diligence normally expected of an organiser.

6.7 Personal belongings

Participants’ personal belongings (bags, computers, telephones, equipment) remain in their custody and under their responsibility. In respect of Professional Participants, the SFC accepts no liability in the event of loss, theft, forgetting, damage or abandonment within the Event premises. In respect of Consumer Participants, its liability remains engaged where it is at fault.

Article 7 – ForForce Majeure, cancellation, postponement, interruption

7.1 Force majeure

Force Majeure means, within the meaning of Article 1218 of the French Civil Code, any unforeseeable, irresistible and external event making it impossible to organise or continue the Event, in particular natural disaster, fire, strike, epidemic or pandemic, administrative decision, restriction on movement or access, interruption of communication networks, act of terrorism or armed conflict. Such assessment is a matter for the competent courts in the event of a dispute.

7.2 Consequences

In the event of Force Majeure, the SFC may:

• cancel the Event; registration fees are then refunded in full within a maximum of sixty days from notification of the cancellation;
• postpone the Event within a maximum of six months for an annual Event or twelve months for a biennial Event; the registration is transferred to the new dates, unless a refund is expressly requested within thirty days of notification of the postponement;
• interrupt the Event in progress; in respect of Professional Participants, the refund may then be limited pro rata to the unperformed duration, after deduction of the costs directly incurred for the organisation.

7.3 Cancellation other than for Force Majeure

If the SFC cancels an Event for a cause other than Force Majeure, the sums paid shall be refunded in full.

7.4 Change of format

The SFC may change the venue, times, programme or format of the Event where circumstances so require, including switching to remote broadcasting. A Participant who can demonstrate loss may assert their rights under the general law.

7.5 Limitation

In respect of Professional Participants, the SFC’s liability in the event of cancellation, postponement or interruption due to Force Majeure is limited to the refund provided for in this Article.

7.6 Notification

Any decision to cancel, postpone or interrupt shall be notified to Participants as soon as possible, by email, by publication on the Website or through the SFC’s official channels.

7.7 Ancillary costs

In respect of Professional Participants, ancillary costs incurred (transport, accommodation, catering, insurance) remain at their expense, except in the event of fault on the part of the SFC.

7.8 Hybrid Events

Where the Event is organised in hybrid format, remote broadcasting is a means of transmitting the Event and not a standalone Event. Cancellation, postponement or interruption of the in-person session due to Force Majeure shall automatically entail, on the same terms, cancellation, postponement or interruption of the remote broadcast, without prejudice to the refund arrangements of this Article.

Article 8 – Conduct, compliance, ethics

8.1 Compliance with laws

Participants shall comply, throughout the Event, with applicable laws, regulations and standards and with the safety instructions of the SFC and its Service Providers.

8.2 International compliance

Each Participant warrants that their participation complies with the legislation on combating corruption, influence peddling, money laundering and terrorist financing and with applicable economic sanctions regimes.

8.3 Neutrality

It is prohibited to make, disseminate or promote, in the context of the Event, any message or conduct of a political, religious, ideological, trade-union, discriminatory, insulting or harassing nature or contrary to public policy and morality. The SFC ensures the scientific neutrality of its Events. Speakers shall declare their relevant interests where the subject so requires.

8.4 Specific prohibitions

The following in particular are prohibited: leafleting, distribution of flyers, canvassing or any advertising not authorised by the SFC; use of the SFC’s name, logo or any distinctive sign without prior written authorisation; attendance as press without prior accreditation and supporting documents.

8.5 Sanctions

In the event of a breach, the SFC may warn the Participant, withdraw their access to the Event and, in serious cases, refuse their future registrations. Exclusion is imposed without refund where it results from the Participant’s misconduct. It may be notified on site and then confirmed in writing, without prejudice to the SFC’s remedies.

Article 9 – Speakers and Sponsors

9.1 Status as Speaker and acceptance of the Regulations

The Speaker is subject to the Regulations, whether or not liable for registration fees and whether or not registered for the Event through the registration process. A registered Speaker accepts the Regulations by registering and also signs the specific recording and use authorisation. A Speaker who takes part in the Event without registering, in particular a Keynote speaker or an invited lecturer, accepts the Regulations by signing, before the Event, the specific recording and use authorisation, electronically or by hand. The SFC keeps the version of the Regulations accepted, the date of acceptance and the identity of the Speaker.

The provisions of Article 2 relating to registration, payment, cancellation and withdrawal apply only to a registered Speaker who is liable for registration fees; the arrangements for the participation of Keynote speakers and invited Speakers, in particular the coverage of their expenses, are governed by a separate written agreement with the SFC. The other provisions of the Regulations apply to all Speakers, in particular those relating to access, recording, personal data, liability and conduct.

9.2 Speaking

Only Speakers, Sponsors within the scope of their contract and the members of the SFC’s Board of Directors hosting the Event may speak publicly, unless authorised by the SFC, in particular for questions asked by Participants during the discussion periods provided for in the programme.

9.3 Obligations of Speakers

Each Speaker shall comply with the format and speaking time of their contribution and deliver exclusively scientific content, without reference to trade names or any commercial purpose, subject to declaring their interests (Article 8.3). Sponsors’ contributions, identified as such in the programme, are governed by their sponsorship contract. The Speaker accepts the provisions of the Regulations applicable to them under the conditions of Article 9.1.

9.4 Sponsors

An Event may be sponsored, entitling the Sponsor to visibility benefits and, where applicable, a specified number of complimentary entries, as defined in the sponsorship contract entered into with each Sponsor. The terms and benefits applicable to each Sponsor are governed exclusively by that contract, to which reference is made. Sponsors’ contributions are identified as such in the programme.

Article 10 – Abstracts

10.1 Call for papers

The SFC invites researchers and professionals to submit Abstracts of original work relating to the theme of the Event, in the language, format and length limit specified in the call for papers, before the deadline stated therein. A submitted Abstract confers no right to present; acceptance is a matter for the scientific committee.

10.2 Submission, acceptance and evidence

The Abstract shall be submitted by the Corresponding Author, under their responsibility, in accordance with the arrangements specified in the call for papers, in particular by email to the address indicated by the SFC. On submission, the Corresponding Author shall expressly confirm, in their covering email or in a signed form attached to the submission, that they have read this Article 10 and accept its terms, in particular the rights granted to the SFC if the Abstract is accepted. Failing such confirmation, the Abstract shall not be examined.

The SFC keeps, as evidence, the version of the Regulations accepted, the email or signed form recording acceptance and its date, the identity of the Corresponding Author and the version of the Abstract filed. Abstracts received before this version was put online shall be regularised: the SFC sends the Regulations to the Corresponding Author and asks them to confirm their agreement in writing within a period it specifies. Failing confirmation, the SFC reserves the right not to select the Abstract.

10.3 Declarations and warranties of the Corresponding Author.

The Corresponding Author declares and warrants:

• that the Abstract is original and that they hold or have obtained the rights necessary to submit it and to grant the rights provided for in Article 10.4;
• that they act with the agreement of all co-authors, from whom they have obtained authorisation to accept the Regulations on their behalf and whom they have informed of the processing of their data;
• that the Abstract does not infringe any third-party right (copyright, trade mark, trade secret, image rights, personal data) and does not disclose any confidential information that they are not free to disclose;
• that the employers, funders or institutions concerned have, where applicable, given their consent to the submission.

The Corresponding Author remains the holder of their rights in the Abstract. They shall indemnify the SFC against any third-party claim based on a breach of these declarations, within the limits of the law.

10.4 Rights granted to the SFC

Where the Abstract is selected by the scientific committee, the Corresponding Author grants the SFC, on a non-exclusive and free-of-charge basis, the right to reproduce, communicate to the public, put online, index and archive the Abstract, in its full version and, where applicable, in the condensed version provided by the author, for the purposes of the Event:

• in the Event booklet, in printed and digital versions;
• on the Website, in the Event section;
• in a directory or summary of the Event’s papers maintained by the SFC.

These rights are granted worldwide and for a period of five years from the Event. The Abstract is reproduced under its authors’ names and without substantive modification; the SFC may adapt its layout and correct clerical errors. On expiry of that period, the SFC shall withdraw the Abstract from its online media, without being obliged to recall printed copies already distributed; the archiving of evidence of the rights granted is governed by Article 5.6. The Abstract shall not be used for any purpose other than those set out above without the author’s fresh agreement. The grant of rights does not constitute a transfer of ownership or an authorisation to use the author’s image, voice or statements, which fall under the specific recording and use authorisation. Abstracts that are not selected shall be used by the SFC solely for the purposes of their evaluation, management of the procedure and evidence, and shall not be disseminated in any way.

10.5 Evaluation and Service Providers

Abstracts are evaluated by the Event’s scientific committee, in accordance with the arrangements specified in the call for papers and, where applicable, in the Specific Conditions, against criteria of originality, scientific rigour, relevance to the theme and clarity. Committee members are bound by confidentiality and shall declare their conflicts of interest. For the purposes of processing Abstracts, the SFC may use Service Providers (editing, formatting, hosting, submission platform), which act on the SFC’s instructions, are bound by confidentiality and have no rights of their own in the Abstract. The committee’s decision is notified to the Corresponding Author; it is not given detailed reasons and is not subject to appeal.

10.6 Publisher and publication

Where the Event provides for the publication of selected Abstracts in a journal of the Publisher, the Corresponding Author is informed of this by the call for papers. Such publication is subject to a separate licence, entered into on the Publisher’s terms, distinct from the rights granted to the SFC under Article 10.4. The author is bound to the Publisher only by that licence. The SFC’s transmission of Abstracts and their authors’ data to the Publisher is limited to what is necessary for publication.

10.7 Artificial intelligence, third-party rights and confidentiality

a) Permitted use and responsibility

The use of generative artificial intelligence tools to prepare or draft an Abstract is permitted, provided that this Article is complied with. The Corresponding Author remains solely and fully responsible for the Abstract submitted and for all consequences of such use, whatever the tool used and the proportion of the content it generated.

b) Originality and accuracy

The Corresponding Author shall ensure that the Abstract is original, that its content is accurate and faithful to the work presented, and that they have personally verified the data, references and citations, including those suggested by the tool. An artificial intelligence tool may not be named as an author.

c) Rights

The Corresponding Author shall ensure that they hold the necessary rights in the Abstract and are free to dispose of it, including for elements generated with the tool, and that the tool’s terms of use do not prevent them from doing so. They shall also ensure that they have obtained the rights and authorisations of third parties for any protected element (texts, illustrations, data, works) used, reproduced or reconstituted in the Abstract, in accordance with Article 10.3.

d) Confidentiality

The Corresponding Author shall not submit to an artificial intelligence tool any confidential data, trade secret, personal data or content belonging to a third party, unless the tool guarantees confidentiality and the author is authorised to do so.

e) Indemnity

Any third-party claim arising from the use of an artificial intelligence tool falls under the indemnity provided for in Article 10.3

f) Power to reject an Abstract

The SFC may reject an Abstract whose originality, accuracy or compliance with third-party rights does not appear to it to be sufficiently established. It shall not disclose the content of Abstracts not selected.

10.8 Keynote speakers and invited Speakers

Keynote speakers and invited Speakers are approached directly by the SFC or by the scientific committee, without a selection procedure, and the scope of their contribution is defined with them. Their summary, where applicable, is sent to the SFC by email and reviewed by the scientific committee, without blind evaluation; it is deemed selected for the purposes of Article 10.4. Articles 10.3, 10.4, 10.6 and 10.7 apply to them, with written confirmation of their agreement equivalent to the acceptance provided for in Article 10.2. The personal data of Abstract authors are processed under the conditions of Article 5.

Article 11 – Miscellaneous

11.1 Evidence

The data held in the systems of the SFC and its Service Providers, in particular the time-stamping of registration, payment, acceptance of the Regulations and of requests made separately from the registration process, are authoritative as between the parties, in the absence of proof to the contrary. Any dematerialised document or electronic signature produced in connection with the Event has the same evidential value as a paper document, under the conditions of Articles 1366 et seq. of the French Civil Code.

11.2 Applicable documents and hierarchy

The SFC Documents and any supplementary conditions specific to the Event apply together. In the event of a discrepancy, they apply in the following order of priority: 1° the Specific Conditions of the Event, for the Event concerned and within the limit of the derogations they expressly set out; 2° the General Regulations; 3° the specific recording and use authorisation, for Speakers; 4° the other SFC Documents, in particular the privacy policy on the Website, and the supplementary conditions of the Event. These documents, together with the SFC’s Statutes and internal regulations, constitute the entire agreement between the SFC and the Participant for their participation in the Event and supersede any prior or contrary document.

11.3 Severability and non-waiver

If any provision is held to be void or unenforceable, the others shall remain in force. The SFC’s failure to rely on a provision at any given time does not constitute a waiver of its right to rely on it subsequently.

11.4 Survival

The provisions relating to confidentiality, intellectual property, liability, personal data protection and compliance survive the end of the Event.

11.5 Versions and amendment

The Regulations are versioned. Each Participant is bound by the version in force at the time of their registration, including where the Event takes place after a later version has been put online; earlier versions remain applicable to registrations made under them. The SFC may amend the Regulations to take account of changes in its activities, its Service Providers or legal requirements; the amended version applies to registrations made from the date it is put online. Any substantial amendment shall be notified by email or by publication on the Website. By way of exception, in respect of Professional Participants, the SFC may apply to a registration already made an amendment made necessary, during the Event, by the safety of persons, an administrative decision or a legal obligation, or by a change of venue, times, programme or format of the Event, taking into account costs already advanced and non-recoverable commitments entered into with venues, Service Providers and Speakers; they are deemed to accept it if they continue their participation. In respect of Consumer Participants, a substantial amendment made after registration may be enforced against them only if it is required by law or by safety imperatives, if it is favourable to them, or if they have accepted it.

11.6 Mediation

In accordance with Articles L612-1 and L616-1 of the French Consumer Code, the Consumer Participant may have recourse, free of charge, to a consumer mediator with a view to the amicable resolution of a dispute with the SFC, after a prior written complaint addressed to the SFC has remained unresolved. The contact details of the competent consumer mediator and the arrangements for referral shall be specified in this Article once the SFC’s accession to the chosen mediation scheme has been finalised.

11.7 Governing law

These Regulations are governed by French law.

11.8 Jurisdiction

Failing amicable resolution or mediation, any dispute relating to the interpretation or performance of these Regulations falls within the jurisdiction of the competent courts of general jurisdiction.

11.9 Specific Conditions

For each Event, the SFC may append to the General Regulations Specific Conditions, which form an integral part thereof and are communicated to Participants upon registration.

Previous versions of Regulations on Events

V1/2025