Terms and conditions

Higher Education Transformation Week (HET Week)
Event Participants

General terms and conditions

These General Terms and Conditions (hereinafter the “Terms and Conditions”) govern the legal relations between European University Foundation, located at Château de Munsbach 16C rue de Canach 5353 Oetrange Luxembourg, registered in the Trade and Companies Register of Luxembourg under no G190 (“EUF”) and Participants regarding the participation in the event “Higher Education Transformation Week”, the “HET Week”. These Terms and Conditions apply in addition to those of Lektory, which govern the sale of tickets for the event and all consequential matters.

The HET Week is coordinated as an umbrella initiative (hereafter referred to as HET Week) comprising multiple independent conferences, workshops, presentations, meetings, and related activities (hereafter referred to as “Event”) organised autonomously by third parties (referred hereafter as “Organiser(s)”). Overall, the HET Week is coordinated by the Steering Group of partner stakeholder organisations: ACA, ESN, ESU, and EURASHE. The Steering Group is represented by the European University Foundation (EUF) for the purpose of handling the registration to the Events of the HET Week.

The Participant declares that before registering for the Event, they are acquainted with the content of the Terms and Conditions, agree with them and accept them without reservation.

The Event

More information on the HET Week is provided on the relevant website https://highered-transformation.eu/. The Event shall last 5 days from 12 to 16 October 2026. The general location of the event shall be Brussels, with each Event taking place at the venue selected by each Organiser.

Information on each Event, including the time, venue, topic, speaker, or any other operational element, shall be disclosed via official communication and by publication on the Event website as soon as possible. Participants may choose to attend any number of Events within the timeframe of the HET Week.

The Event tickets are offered through the platform Lektory, whose terms and conditions may be found here https://lektory.app/en/terms-of-service/ and privacy policy may be found here: https://lektory.app/en/privacy-policy/. Please note that it is not possible to purchase tickets without accepting Lektory’s terms and conditions, as well as the present Terms and Conditions.

EUF rights and obligations

EUF acts as a coordinating and promotional platform for the Event as a whole, including centralised registration, communication, and visibility activities. EUF does not organise, manage, supervise, or control any individual Event and shall not be considered an organiser, co-organiser, operator, sponsor, or service provider of any individual Event.

Participation in the HET Week shall be free of charge. EUF is responsible for coordinating Participants’ registration and distributing Event tickets.

The organiser of each Event will remain responsible for finalising their Event’s location and agenda. EUF will not provide accommodation or travel assistance to any Participant or any individual, whether a representative, a speaker, or a Participant, for an Event.

EUF shall thus not be liable for:

  • the cancellation, postponement, interruption, modification, or failure of any Event;
  • the conduct, acts, omissions, negligence, or statements of Organisers, speakers, Participants, suppliers, or third parties;
  • any injury, loss, damage, theft, accident, delay, technical failure, or disruption occurring in connection with any Event;
  • the quality, legality, accuracy, or appropriateness of any content presented during any Event;
  • venue-related issues, transportation, accommodation, catering, or logistics;
  • force majeure events, including but not limited to strikes, pandemics, governmental restrictions, weather events, transport disruptions, cyber incidents, or security threats.

Participants must not book any travel (including flights, accommodation, or other non-refundable arrangements) before receiving our official confirmation that HET Week will be held and the specific schedule for the Events they are interested in. Notwithstanding the above, the Participant also acknowledges and agrees that EUF has the right to make changes to the HET Week program (which will be published on the relevant website), including changes to venues, times, or even cancellation of any Event for any reason. EUF also reserves the right to cancel the HET Week in its entirety.

Participants acknowledge and accept that in any case of cancellation, whether upon request of the Participants themselves, due to a change of the program, due to an infringement by the Participants themselves, or for any other reason, no cost shall be reimbursed to the Participants by EUF (e.g. travel and accommodation costs).

Rights and obligations of organisers of individual Events

Each organiser of an Event remains solely and exclusively responsible for each of their Events of:

  • organisation and execution;
  • selection and management of the venue;
  • programme content;
  • speakers and moderators;
  • safety and security arrangements;
  • legal and regulatory compliance;
  • accessibility requirements;
  • insurance coverage;
  • permits and authorisations;
  • staffing and volunteers;
  • all other operational aspects related to their Events.

Therefore, as the direct responsible for their Events, each organiser shall be solely responsible for handling any claims, disputes, complaints, refunds, or liabilities arising out of or in connection with any of their Events.

Governing Law and Jurisdiction, miscellanea

These Terms and Conditions shall be governed by and construed in accordance with the laws of Luxembourg. Any dispute arising out of or in connection with these Terms and Conditions shall fall under the exclusive jurisdiction of the competent courts of Luxembourg.

Participants acknowledge and agree that photo and video recordings may be taken during the event and they might be used by the EUF in connection with public relations or advertisement activities (both print and online publications).

More information on the potential use of photos and video recordings in relation with Events is available in the section below. The Participants shall read the information provided carefully, as well as the following privacy policy. If they do not wish to agree to the processing of their personal data by EUF or to the terms and conditions regarding attendance at the event, they shall not register/attend the Event.

Photo/Video Waiver

Whereas

European University Foundation (EUF) organised the event “HET Week” to be held live, which will take place in Brussels,

the Participant, at the moment of registration

grants

to the European University Foundation, located at 16C rue de Canach, 5353 Oetrange, Luxembourg, registered in the Trade and Companies Register of Luxembourg under no. G190, and to its authorised collaborators, the right to film and/or record, even through authorised third parties, with photographic and phonographic means on digital or any other current support, its image, voice, name, intervention and performance during the realisation of the meetings provided in connection with the event. The release of this waiver is voluntary but essential for the completion and participation in the meetings in question, since there is a high possibility that the Organiser will be recorded, even indirectly. EUF, and stakeholder organisations involved in the organisation of the HET Week, will have the right to use and also publish the related videos, images and recordings, within the scope of press releases for editorial purposes or disseminated on institutional social networks, on monitors visible to the public during events they organise, in any venue allowed by the law, by any known or future means, within the limits of the law, of all copyrights, of the rights granted and in any case of any other right related to the image and in full respect of the dignity and decorum of the subject filmed. The shooting and the use of the images are to be considered free of charge. EUF will process the Organiser’s data and the contents recorded during the meetings, for the purposes related to the HET Week, as per the privacy policy statement referred to below, in full compliance with EU Regulation 2016/679.

Privacy Policy

PRIVACY POLICY PURSUANT TO EU REGULATION 679/2016 – GENERAL DATA PROTECTION REGULATION (“GDPR”).

Dear Mr./Mrs,

as required by the applicable laws, we wish to inform you about the processing of your personal data and your rights, you as follows:

  1. Data Controller

The Data controller is European University Foundation, located at 16C rue de Canach, 5353 Oetrange, Luxemburg, registered in the Trade and Companies Register of Luxembourg under no G190 (hereinafter, EUF).

In order to contact the Data Controller on privacy matters, it is possible to write to: contact@uni-foundation.eu.

The event is organised in cooperation with the ACA, ESN, ESU and EURASHE. The updated list of Data Processors and Authorised Processors is available by contacting EUF at the same address.

  1. Personal data subject to processing

In order to carry out the activities related to the event and to satisfy your request for updates on the events and activities organised or promoted by EUF, we use your identification data, including contact details (home address, telephone and e-mail), photos and videos of the above event you decide to participate in.

  1. Purpose, legal basis and nature of processing

The collection and processing of your personal data is done in order to:

  • allow you to participate in the HET Week and its Events;
  • be able to carry out the obligations inherent to the initiatives and activities organised;
  • involve you in initiatives and activities organised or promoted by EUF;
  • fulfil any obligations of managerial, administrative and accounting nature related to the Data Controller;
  • fulfil any legal obligations
  • fulfil the reporting obligations related to the event;
  • pursue the legitimate interest of the Controller.

In relation to the fulfilment of obligations provided for by state laws, regulations and EU legislation, or by provisions issued by authorities empowered to do so by law and by supervisory or control bodies, the relevant treatment does not require the consent of the person concerned.

The provision of the above-mentioned data is functional to the participation in the event and is a necessary requirement for access to related activities. Failure to provide such data will make it impossible to execute the registration, your request to participate, and to comply with the obligations related to them.

The Data Controller may process your personal data in order to

  • inform you in paper and/or telematic form (newsletter) about the activities organised and/or promoted by the Controller;
  • communicate them in part to collaborators or entities in the HET Week partnership.

The communication of such data is optional, but necessary in order to receive updates on the activities mentioned. You may object to this purpose of processing at any time. The opposition will not have any effect on the pursuit of the main purpose of registration or participation in the event.

The data you provide will be treated according to the principles of fairness, lawfulness, relevance, proportionality and transparency for the management of the relationship and to respond to your requests.

The Controller does not use automated decision-making processes concerning your personal data and does not make profiling.

  1. Recipients

Your personal data will be processed in paper, computer or telematic form by the Controller’s internal staff and external collaborators authorised to process it. The list is available from the Data Controller by contacting them at the above address. The data may also be collected and processed by subjects with which the Controller collaborates. The data may also be communicated to service providers of the Controller such as, computer service companies, outsourcing companies, cloud services, consultants and professionals, insurance companies, credit recovery companies, fraud control companies, institutions and/or patronages, companies or organizations the Controller has appointed as responsible for the specific treatment and whose list is available at the Data Controller, contacting them at the above address.

  1. Data transfer

The Data Controller does not transfer your personal data to third countries outside the European Union, however it reserves the right to use cloud services in accordance with the provisions of Articles 44 et seq. of the GDPR.

  1. Data retention

Personal data will be stored until the cessation of the Controller’s activities related to the purposes indicated above, and in compliance with their legal obligations. Personal data that does not need to be stored in relation to the purposes indicated, will be deleted or transformed into anonymous form. The information systems used to manage the information collected are configured, already in origin, in order to minimize the use of the same.

  1. Rights of the Data Subject

As a data subject, you may exercise the rights under Art. 15 et seq. GDPR according to which:

  • you can obtain confirmation of the existence or not of personal data concerning you, even if not yet recorded, and their communication in intelligible form;
  • you can obtain information on: a) the origin of the personal data; b) the purposes and methods of processing; c) the logic applied in the event of processing carried out with the aid of electronic instruments; d) the identity of the Data Controller and Data Processors; e) the subjects or categories of persons to whom the data may be communicated or who can learn about them as appointed representative in the State, managers or agents;
  • you may obtain: a) the updating, rectification or, when interested, integration of data; b) the cancellation, transformation into anonymous form or blocking of data processed unlawfully, including data whose retention is unnecessary for the purposes for which the data were collected or subsequently processed; c) certification to the effect that the operations as per letters a) and b) have been notified, as also related to their contents, to the entities to whom or which the data were communicated or disseminated, unless this requirement proves impossible or involves a manifestly disproportionate effort compared with the right that is to be protected;
  • you may oppose, in whole or in part, for legitimate reasons, the processing of personal data concerning him, even if pertinent to the purpose of collection.

Where applicable, you also have the rights under Art. 16-21 GDPR (Right of rectification, right to be forgotten, right to restriction of processing, right to data portability, right to object), as well as the right to complain to the Supervisory Authority.

Requests should be addressed to the Data Controller at the above-mentioned address.

Further information on our privacy practices is available in our general privacy policy at https://uni-foundation.eu/privacy-terms/.