Terms & Conditions of participation

Effective Date: May 2, 2024

Contractual Basis/ Responsible body

The tick@lab User Group Meeting – Europe (“UGM”) is organized by:

a-tune software AG
Julius-Reiber-Strasse 15
64293 Darmstadt

P: +49 6151 95131 0
E:  a-tune events, for data privacy inquiries: a-tune data privacy

The participation in the UGM is subject to the contractual terms as laid out in this terms. By registering and participating in the UGM, participants agree to these terms and conditions.


Registrations for the UGM can be made by registering via our event page on connfair: EU UGM 2024 Registration

Data Privacy

To organize the event, we use the event platform of the service provider Connfair GmbH (“Connfair”), which is bound by our instructions. For this purpose, Connfair provides us with the website https://connfair.events/y00t0i. Insofar as Connfair has access to your personal data, the service provider acts as a processor within the meaning of Art. 28 GDPR for us and on our behalf. The contact details of the service provider bound by instructions are as follows:

Connfair GmbH
Brunnenweg 15
64331 Weiterstadt
P: +49 6150 972 910
E: info@connfair.com

According to Art. 13 GDPR and §§32 BDSG, we hereby inform you how we process your personal data in this context.

Overview of the purposes and legal bases of data processing

We process personal data of participants if this data is required for the registration and execution of the contract.

We process personal data for one or more of the following purposes:

  • for the functionality, security and presentation of the website,
  • for the initiation and/or performance of contracts between you and us
  • for the purpose of contacting you and processing your request, and/or

The processing of personal data is based on the following legal bases:

  • Art. 6 para. 1 lit. b GDPR (initiation and performance of a contract)
  • Art. 6 para. 1 lit. f GDPR (legitimate interest).

Which data we process

To process all registrations for participation in the UGM, a-tune requires the following data:

  • Participants name and First Name,
  • Participants e-mail-address,
  • Participants phone number,
  • dietary/ special requirements (to be able to provide sufficient meals),
  • Participants company,
  • Participants company’s postal address
  • PO number (if the participants company requires this for invoicing)
  • payment data (e.g. credit card information, bank account…)

All data received by a-tune will be solely used to process registrations and provide participants with all information related to the UGM. We only store your personal data for as long as is necessary to achieve the respective processing purpose. Data may also be stored if this has been provided for by the European or national legislator in regulations, laws or other provisions to which the controller is subject.

Besides the aformentioned processor, a-tune does not transfer any data to third-parties or third-countries.

To learn more how our partner connfair processes your data, please visit the Connfair Privacy Policy. a-tune has signed a DPA with Connfair to comply with the GDPR and ensure the safety of your data.

Payment Processing

Together with our partner connfair, we offer the opportunity to select between different payment options, such as e.g. credit card, bank transfer, by invoice… The payment of ticket prices is processed via payment service providers.

Depending on the payment method you choose, the respective payment service provider is solely responsible for collecting and processing your contract and payment data. We only transfer personal data to third parties if this is necessary in the context of contract processing, for example to the credit institution commissioned to process the payment. Any further transmission of data will not take place or will only take place if you have expressly consented to the transmission (Art. 6 para. 1 lit. a GDPR).

We only store your personal data for as long as is necessary to achieve the respective processing purpose. Data may also be stored if this has been provided for by the European or national legislator in regulations, laws or other provisions to which the controller is subject (e.g. tax law, commercial law, anti-money laundering).

The basis for data processing is Art. 6 para. 1 lit. b GDPR, which allows the processing of data to fulfill a contract or to carry out pre-contractual measures. You are neither contractually nor legally obliged to provide the relevant data. However, if you do not provide the data, you may not be able to conclude a contract with us (e.g. ticket purchase). For further information please visit the Connfair Privacy Policy.

Google Maps

In order to show you the event location and to enable route planning, for example for the purpose of facilitating possible arrivals and departures, the event website may offer you the option of using Google Maps. For further information please visit the Connfair Privacy Policy.

Your Rights as a data subject

According to the GDPR you have the following rights:

  • Right of access by the data subject (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (Art. 17 GDPR)
  • Right to restriction of processing (Art. 18 GDPR)
  • Right to data portability (Art. 20 GDPR)
  • Right to object (Art. 21 GDPR)
  • Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)

For further information please visit the a-tune Data Privacy Statement.

Data Protection Officer

entplexit GmbH
Koelner Str. 12
65760 Eschborn

You can reach our data protection officer by contacting us via email at a-tune data privacy or by sending us a letter addressed to “Data Protection Officer”.

Welcome Reception/ Get Together

The Welcome Reception is included in the conference fee and will take place on the first evening of the UGM. The Welcome Reception provides participants with the opportunity to meet a-tune members and other UGM participants in a convivial atmosphere. Further details will be provided in a timely manner.

Hotel Reservations

a-tune has reserved a room contingent (either for 2 nights or for 1 night) at the:

Welcome Hotel
Karolinenplatz 4
64289 Darmstadt
phone: +49 6151 3914 – 0
e-mail: dar.reservierung(at)welcome-hotels.com

Delegates can book their accommodation directly at the hotel via the Welcome Hotel Booking Page (the agreed promotion code will automatically be applied), e-mail or phone. When booking by e-mail or phone, please provide the code “EU UGM 2024

Room costs: 149 EUR per night incl. breakfast.

The prices stated are inclusive of the applicable statutory sales tax. All costs (incl. additional costs such as use of the Mini Bar, Parking at the hotel…) will be charged directly to named delegates at check out.

Additional nights at the conference hotel can be booked upon request and are subject to availability. Different rates provided by the hotel may apply.

Cancellation & Re-Booking


Registrations can be cancelled on the following terms:

  • All cancellations until September 30, 2024 – Free of charge
  • All cancellations up from October 1, 2024 – 50 % of the conference fee
  • All cancellations 1 week prior to the event – 100% of the conference fee


Replacement participants can be designated in writing up to 2 working days prior to the UGM at no additional cost. After the specified date, an administration fee of 25 EUR per replacement applies.