Terms & Conditions of Booking

Welcome to Fusion Online

These Terms govern your use of your Account, and access to and attendance at our Virtual Conferences and the Interactive Services (together with the Fusion Online Services).

1 What these Terms do

1.1 By registering with us for an Account and clicking to confirm you accept the Terms and/or continuing to use the Fusion Online Services following our notification of any changes to these Terms, you are agreeing to comply with them.

1.2 If you do not agree with these Terms do not proceed with registering an Account and/or continue to use the Fusion Online Services, and if you already have an Account, please close or de-activate it.

1.3 These Terms set out:

1.3.1 who we are;

1.3.2 the terms on which we provide access to the Fusion Online Services to you;

1.3.3 how to close your Account;

1.3.4 how changes can be made to your Account, the Fusion Online Services and these Terms; and

1.3.5 other important information.

1.4 In some areas, you will have different rights under these Terms depending on whether you are a business or a consumer. You are a consumer if:

1.4.1 you are an individual; and

1.4.2 you are purchasing the Fusion Online Services from us wholly or mainly for your personal use (not for use in connection with your trade, business, craft or profession).

2 Who we are

2.1 We are Fusion Conferences Ltd, a company registered in England and Wales under company number 06619510 and whose registered office is located at Unit 5d Lynx Business Park, Fordham Road Snailwell, Newmarket, Suffolk, CB8 7NY (We, Us, Our, Fusion Conferences).

2.2 To contact us, please do so in writing:

2.2.1 by e-mail to: admin@fusion-conferences.com;

2.2.2 by using the “Contact Us” submission form which can be found on our Site;

2.2.3 by post at Unit 5d Lynx Business Park, Fordham Road Snailwell, Newmarket, Suffolk, CB8 7NY.

3 The Fusion Online Services

3.1 The Fusion Online Services are for your personal and non-commercial use only.

3.2 We make no promise that the Fusion Online Services are appropriate or available for use in locations outside of the UK. If you choose to access the Fusion Online Services from locations outside of the UK, you acknowledge you do so at your own initiative and are responsible for compliance with local laws where they apply.

4 There are other terms that may apply to you

4.1 These Terms refer to the following additional terms, which will also apply to your use of the Fusion Online Services:

4.1.1 our Privacy Policy which sets out details of how we collect, use and look after your personal data when you visit and use our Site and/or use the Fusion Online Services; and

4.1.2 our Cookies Policy, which sets out information about the cookies on our Site and/or used with the Fusion Online Services.

4.2 These additional terms can be found on our Site.

5 Definitions and Interpretation

5.1 In these Terms, the following words and expressions shall have the following meanings:

5.2 Condition headings shall not affect the interpretation of these Terms and references to Conditions are to the Conditions of these Terms.

5.3 A reference in these Terms to:

5.3.1 a person shall include an individual, company, limited liability partnership, corporate firm, partnership, joint venture, association, trusts or unincorporated bodies and associations (whether or not having separate legal personality) and that person's legal and personal representatives, successors or permitted assigns;

5.3.2 the singular shall include the plural and vice versa and a reference to one gender shall be a reference to the other gender and matter and vice versa;

5.3.3 a statute or statutory provision is a reference to it as amended, extended or re-enacted from time to time and such statute or statutory provision shall include any subordinate legalisation made from time to time under that statutory provision;

5.3.4 writing or written excludes fax;

5.3.5 include, including and in particular or anything similar are illustrative only and none of them shall limit the sense of the words preceding or following them and each of them shall be deemed to incorporate the expression without limitation.

6 Setting up your Account

6.1 These Terms will come into effect at the time you click the “Accept” button and will continue until your Account is deactivated in accordance with Condition 17. Once you have completed the registration process, we will send you an email to confirm activation of your Account.

6.2 By signing up to an Account you are warranting that:

6.2.1 you are legally capable of entering into a contract with us; and

6.2.2 you are at least 18 years old.

7 Booking a Virtual Conference

7.1 As part of your Account, you are able to view and register to attend forthcoming Virtual Conferences subject to these Terms.

7.2 You can reserve a place for a forthcoming Virtual Conference by completing the booking process accessible via your Account. Once you have completed the booking process and paid the charges for the relevant Virtual Conference, your booking for such Virtual Conference will be complete (your Booking).

7.3 When you complete your Booking, we will email you to confirm this (your Confirmation Email). At this point:

7.3.1 a legally binding contract will be in place between you and us in respect of that Virtual Conference; and

7.3.2 we will provide access to the Virtual Conference in accordance with these Terms.

7.4 We may contact you to say that we do not accept your Booking. This is typically for the following reasons:

7.4.1 we can no longer provide the Virtual Conference that you have made a Booking in respect of;

7.4.2 we cannot authorise your payment; or

7.4.3 there has been a mistake on the pricing or description of the Virtual Conference that you have made a Booking in respect of.

7.5 If you are under the age of 18 you may not complete a Booking on the Site.

8 Acceptable Use

8.1 Fusion Online are committed to providing a collaborative, inclusive and supportive virtual environment for all attendees of its Virtual Conferences.

8.2 When attending a Virtual Conference and/or accessing your Account you must:

8.2.1 access and use your Account in accordance with these Terms;

8.2.2 keep your password and login credentials for your Account secure and confidential;

8.2.3 use all reasonable endeavours to prevent any unauthorised access to, or use of, your Account, in the event of any such unauthorised access or use, promptly notify us;

8.2.4 not attempt to copy, modify, duplicate, create derivative works from, frame, mirror, republish, download, display, transmit, or distribute all or any portion of your Account and/or any Virtual Conference in any form or media or by any means; 

8.2.5 not attempt to reverse compile, disassemble, reverse engineer or otherwise reduce to human-perceivable form all or any part of your Account (this means that you cannot attempt to take-apart or deconstruct any part of your Account and/or the software it comprises of);

8.2.6 not access all or any part of your Account in order to build a product or service which competes with the Virtual Conferences; 

8.2.7 not license, sell, rent, lease, transfer, assign, distribute, display, disclose, or otherwise commercially exploit, or otherwise make your Account available to any third party; or

8.2.8 not access, store, distribute or transmit, upload or allow to be uploaded to the Interactive Services, and/your Account, any Viruses, or any material (including within any Abstract submitted by you) that:

(a) is unlawful, harmful, threatening, defamatory, obscene, infringing, harassing or racially or ethnically offensive;

(b) facilitates illegal activity, depicts sexually explicit images, promotes unlawful violence or is discriminatory;

(c) is discriminatory based on race, gender, colour, religious belief, sexual orientation or disability;

(d) is otherwise illegal or causes damage or injury to any person or property;

8.2.9 comply with our Submission standards set out in Condition 9.6 in respect of any Submissions you submit to the Interactive Services; and

8.2.10 ensure that when attending a Virtual Conference you behave in a way that is respectful, considerate and supportive to other attendees of such Virtual Conference. You acknowledge and agree that attendees of our Virtual Conferences are entitled to feel welcome and able to discuss their thoughts and opinions on the relevant subject matter, and that you shall behave in a way that is conducive to a collaborative and respectful virtual environment.

9 Interactive Services

9.1 Fusion Online are committed to promoting a collaborative and engaging experience, and therefore provides the Interactive Services to enable attendees of a Virtual Conference to discuss the subject matter of such Virtual Conference with other attendees.

9.2 We are not obliged to monitor or moderate any Submission submitted to our Interactive Services. Where we do monitor or moderate Submissions, we shall indicate how this is performed and who should be contacted in relation to any Submission of concern to you.

9.3 We may remove or edit any Submission to any of our Interactive Services whether they are moderated or not.

9.4 Whilst Fusion Conferences are not obliged to monitor or moderate any Submission to the Interactive Services, Fusion Conferences may access at any time any direct message sent or received as part of the Interactive Services and/or access and monitor any interactive room provided as part of a Virtual Conference. You acknowledge and agree that Fusion Conferences shall have the right to access and read such direct messages sent or received by you and/or access and monitor any interactive room attended by you at any time.

9.5 By making a Submission, you grant to us a royalty-free, irrevocable, non-exclusive, transferable licence to use, reproduce, modify, publish, edit, translate, distribute, perform and display the Submission (in whole or in part) on the Site and/or during the course of a Virtual Conference, and on any other websites operated by us, indefinitely.

9.6 You must ensure that any Submission and/or Abstract you make to our Interactive Services conforms to standards of accuracy, decency and lawfulness, which shall be applied in our discretion, acting reasonably. In particular, any Submission, Abstract and/or communication made by you must be:

9.6.1 your own original work and lawfully submitted;

9.6.2 factually accurate or your own genuinely held belief;

9.6.3 provided with the necessary consent of any third party;

9.6.4 not defamatory or likely to give rise to an allegation of defamation;

9.6.5 not offensive, obscene, sexually explicit, discriminatory or deceptive; and

9.6.6 unlikely to cause offence, embarrassment or annoyance to others.

10 Updates

10.1 We may amend or update these Terms from time to time to reflect changes in relevant laws, regulatory requirements, best practice or to deal with additional features which we may introduce to the Fusion Online Services.  We will notify you by email that our Terms have been updated and will aim to give you reasonable notice of any changes. You are responsible for reviewing these Terms and ensuring that you understand the basis upon which we provide the Virtual Conferences, therefore please check them regularly. 

10.2 By continuing to access your Account and/or the Fusion Online Services following our notice of any update to these Terms, you agree to such update and to comply with these Terms as updated or amended.  If you do not agree to such update then please do not continue to access your Account, and/or use the Fusion Online Services and take the steps set out in Condition 17 to deactivate your Account.

10.3 We may at our sole discretion update (either automatically or otherwise), modify, suspend or discontinue the Fusion Online Services and/or your Account at any time. We may automatically update your Account and/or the Virtual Conferences to improve or enhance functionality, or address security issues.

11 Price and Payment

11.1 The price of the Virtual Conference (which includes VAT) will be the price indicated on the booking page when you complete your Booking. We take all reasonable care to ensure that the price of the Virtual Conference advised to you is correct. However, please see Condition 11.3 for what happens if we discover an error in the price of the Virtual Conference you book.

11.2 If the rate of VAT changes between the date of your Booking and the date of the Virtual Conference, we will adjust the rate of VAT that you pay, unless you have already paid for the Virtual Conference in full before the change in the rate of VAT takes effect.

11.3 It is always possible that, despite our best efforts, some of the Virtual Conferences may be incorrectly priced. We will normally check prices before confirming your Booking so that, where the Virtual Conference’s correct price at the date of your Booking is less than our stated price at your Booking date, we will charge the lower amount. If the Virtual Conference’s correct price at the date of your Booking is higher than the price stated to you, we will contact you for your instructions before we accept your Booking. If we accept and process your Booking where a pricing error is obvious and unmistakeable and could reasonably have been recognised by you as a mispricing, we may cancel your Booking and refund you any sums you have paid.

11.4 We accept payment by Visa, Mastercard and American Express (Payment Method).

11.5 You must pay for the Virtual Conference at the time of completing your Booking.

12 Your Data and Privacy

12.1 Under Data Protection Legislation, we are required to provide certain information about who we are, how we process personal data, for what purposes and confirm the rights of individuals in relation to their personal data and how to exercise them. This information is provided in our Privacy Notice.

12.2 You acknowledge that in order to gain access to your Account and the Virtual Conferences, we require certain personal information (your name and email address) which will have been provided to us either directly by you or a third party on your behalf.  We will process such personal data in accordance with our Privacy Notice for the sole purpose of facilitating your access to your Account and the Virtual Conferences.

12.3 If you choose or are provided with, a user identification code, password or any other piece of information as part of our security procedures, you must treat such information as confidential. You must not disclose it to any other individual or third party.    

12.4 Please be aware that internet transmissions are never completely private or secure and that any message or information you send using the Interactive Services may be read or intercepted by others, even if there is a special notice that a particular transmission is encrypted.

12.5 By registering for an Account and/or using the Fusion Online Services, you agree to us collecting and using technical information about your devices and your use of the Fusion Online Services to improve the Fusion Online Services and to provide the Fusion Online Services to you.

13 Limitations to the Virtual Conferences and the Fusion Online Services

13.1 You acknowledge and accept that:

13.1.1 the Fusion Online Services are provided on an “AS IS” and “AS AVAILABLE” basis only and therefore we do not warrant that your use of the Fusion Online Services will be uninterrupted or error-free;  

13.1.2 we are not responsible for any delays, delivery failures, or any other loss or damage resulting from the transfer of data over communications networks and facilities, including the internet, and therefore the Fusion Online Services may be subject to limitations, delays and other problems inherent in the use of such communications facilities;

13.1.3 the content provided via the Fusion Online Services is provided for general information only. It is not intended to amount to advice on which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content provided via the Fusion Online Services;

13.1.4 although we make reasonable efforts to update the information provided via the Fusion Online Services, we make no representations, warranties or guarantees, whether express or implied, that the content provided via the Fusion Online Services is accurate, complete or up to date; and

13.1.5 the presenters, Scientific Chairs, participants and/or sponsors of the Virtual Conferences are independent third parties, and their comments, statements, and beliefs are entirely their own (including any statement or theory presented as part of an Abstract). Fusion Conferences Ltd have no control over any comments or statements made by any third party presenter, Scientific Chair, participant and/or sponsor of a Virtual Conference. You are responsible for any conclusions that you may draw from any information, comments, statements or beliefs provided by our presenters, Scientific Chairs, participants and/or sponsors at a Virtual Conference.

14 Intellectual Property Rights

14.1 We and/or our licensors own all Intellectual Property Rights in the Fusion Online Services. Except as expressly stated in these Terms, these Terms do not grant you any rights to, or in, any Intellectual Property Rights in respect of the Fusion Online Services.

14.2 You hereby grant to Fusion Conferences a fully paid-up, non-exclusive, perpetual licence to copy and use any Abstract you submit for the purpose of sharing such Abstract with the other attendees of the Virtual Conference that the Abstract was submitted for and provide a copy of such Abstract to the other attendees of that Virtual Conference in the form of the Abstract Book.

14.3 You:

14.3.1 warrant that the receipt, use and onward supply of any Abstract submitted by you to Fusion Conferences shall not infringe the rights, including any Intellectual Property Rights, of any third party; and

14.3.2 shall indemnify Fusion Conferences in full against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other professional costs and expenses) suffered or incurred by Fusion Conferences arising out of, or in connection with, the receipt, use or supply of any Abstract submitted by you to Fusion Conferences.

15 Restricting your access to your Account and the Fusion Online Services

15.1 We may (at our discretion) deactivate or suspend (for such time as we may consider appropriate) your access to your Account and/or access to all/or part of the Fusion Online Services at any time if you are in breach of these Terms and if such breach can be remedied, you fail to remedy the same when given a reasonable opportunity to do so. As part of our right to deactivate and/or suspend your access to your Account and/or any part of the Fusion Online Services, we may (at our discretion):

15.1.1 control, limit, override and/or prevent your ability to use the video and/or microphone function when attending a Virtual Conference;

15.1.2 remove and/or prevent your ability to make a Submission to the Interactive Services; and/or

15.1.3 remove and/or prevent your attendance from a Virtual Conference.

15.2 We may also suspend your Account and/or your access to the Fusion Online Services:

15.2.1 to deal with technical problems, make technical changes or for maintenance;

15.2.2 to update your Account and/or the Fusion Online Services to reflect changes in relevant laws and regulatory requirements.

16 Cancelling your Booking

16.1 Your rights to cancel your Booking will depend on whether there is anything wrong with the Virtual Conferences.

16.2 You have 14 days from the date of your Booking to change your mind (the Cooling Off Period), provided that the Virtual Conference is not scheduled to be held during the Cooling Off Period. Once the relevant Virtual Conference has commenced, you cannot change your mind, even if the Cooling Off Period is still running.

16.3 You may cancel your Booking for the following reasons:

16.3.1 we have told you about an error in the price or description of the Virtual Conference and you do not wish to proceed;

16.3.2 there is a risk that our provision of the Virtual Conference may be significantly delayed because of events outside our control;             

16.3.3 you have a legal right to cancel your Booking because of something we have done wrong.

16.4 You may cancel your Booking for one of the reasons set out in Conditions 16.2 and 16.3 by contacting us in writing, emailing us at admin@fusion-conferences.com.

16.5 We will refund the price paid for the Virtual Conference not attended via your Payment Method, as soon as possible.

16.6 Even if we are not at fault and you are not cancelling your Booking for the reasons set out in Conditions 16.2 and 16.3, you may still cancel your Booking of a Virtual Conference before such Virtual Conference takes place. We will refund the price paid for the Virtual Conference, however, we may make deductions from the amount refunded to you as compensation for the net costs we will incur as a result of you cancelling your Booking.

16.7 We may cancel your Booking at any time by writing to you if:

16.7.1 you do not make any payment due to us when it is due and you do not make payment within 14 days of us reminding you that payment is due;

16.7.2 you do not, within a reasonable time of us asking, provide us with any information that is necessary for us to provide access to the Virtual Conference to you; or

16.7.3 you are otherwise in breach of these Terms.

16.8 If we cancel your Booking for the situations set out in Conditions 16.7 we will refund any money you have paid in advance for the Virtual Conference, however we may make deductions from the amount refunded to you as compensation for the net costs we will incur as a result of you breaking these Terms.

17 Closing your Account

17.1 You can close your Account by contacting us in writing at admin@fusion-conferences.com.  

17.2 On the deactivation of your Account, all licences and rights granted to you under these Terms shall immediately cease and automatically terminate and you will no longer be able to login to your Account or access the Virtual Conferences even if you have paid for your Booking to a particular Virtual Conference. Please see Condition 16.3 for your right to a refund in respect of such Booking.

17.3 On the deactivation or closure of your Account, none of the rights, remedies, obligations or liabilities of you or Fusion Conferences that have accrued up to the date your Account was closed (including the right to claim damages in respect of any breach of these Terms existing at or before the date your Account was deactivated or closed) shall be affected by such closure of your Account. Any provision of these Terms that expressly or by implication is intended to come into or continue in force on or after closure of your Account shall remain in full force and effect.

18 Our responsibility for loss or damage suffered by you

18.1 These Terms set out the full extent of our obligations and liabilities in respect of the supply of the Fusion Online Services and your use of the same.

18.2 If you are a consumer, please note that we only provide the Fusion Online Services for domestic and private use.  If you use the Fusion Online Services for any commercial or business purposes and you are not a consumer, our liability to you will be limited as set out in Condition 18.7 and we will have no liability to you for any:

18.2.1 loss of profit, sales, business or revenue;

18.2.2 business interruption;

18.2.3 loss of business opportunity, goodwill or reputation; or

18.2.4 any indirect or consequential loss or damage.

18.3 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors and for fraud or fraudulent misrepresentation.

18.4 If you are a consumer or a business and defective digital content that we have supplied damages a device or digital content belonging to you, we will either repair the damage or pay you compensation. However, we will not be liable for damage that you could have avoided by following our advice to apply an update or for damage that was caused by you failing to correctly follow installation or account operation instructions or to have in place the minimum system requirements advised by us, or appropriate and up-to-date anti-virus software.

18.5 If you are a consumer or a business, we are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaching these Terms or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time you accepted these Terms, both we and you knew it might happen.

18.6 If your use of the Fusion Online Services is delayed by an event outside our control then we will use reasonable endeavours to contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided we do this we will not be liable for delays caused by the event.

18.7 If you are a consumer or a business, our total liability to you for our failure to provide a particular Virtual Conference in respect of which you have a Booking shall be limited to 100% of the price paid for that Virtual Conference.

18.8 If you are a consumer or a business, subject to Condition 18.3, we will not be liable to you or any other person for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with your use or reliance on any information, comments, statements, beliefs or knowledge gained from attending any Virtual Conference or provided or accessed by you in relation to a Virtual Conference and you are responsible for your own conclusions drawn from the same.

19 Termination

19.1 We may terminate these Terms and your right to access and use your Account and the Virtual Conferences:

19.1.1 immediately if you commit a material or persistent breach of these Terms; or

19.1.2 if the Account in respect of which your login credentials are associated, is terminated; or

19.1.3 if we, or any administrator of the Account in respect of which your login credentials are associated, de-activates your login credentials.

19.2 Upon termination for any reason:

19.2.1 all rights granted to you under these Terms shall cease; and

19.2.2 you must cease all activities authorised by these Terms.

20 General

20.1 Events outside our control.  We shall not be deemed to be in breach of these Terms or otherwise liable to you in any manner whatsoever for any failure or delay in performing our obligations under these Terms due to any event or circumstance beyond our reasonable control, or which by its nature could not have been foreseen, or, if it could have been foreseen, was unavoidable.

20.2 Warranties.  If you are a business, except as expressly set out in these Terms, all warranties, conditions terms and undertakings, express or implied, statutory or otherwise are excluded to the fullest extent permitted by law.

20.3 Assignment.  You shall not be entitled to assign, charge or otherwise transfer these Terms or any of its rights or obligations under these Terms, sub-license the right to use your Account, the Fusion Online Services or hold the benefit of these Terms in trust for any other person without our prior written consent.

20.4 Entire Agreement.  These Terms and any documents expressly referred to in them contains the entire understanding between us and you and supersedes any subsisting agreements, arrangements, understandings, negotiations, discussions or correspondence (written or oral, express or implied) relating to the subject matter of these Terms.  You acknowledge that you have not relied on any warranty, representation or undertaking (whether made innocently or negligently) which is not contained in or specifically incorporated into these Terms and your only remedy in respect of those representations, statements, assurances or warranties set out in these Terms will be for breach of contract, provided always that nothing in this Condition 20.4 shall exclude or limit our liability for any fraudulent misrepresentation or warranty fraudulently given and upon which you can prove you have placed reliance.

20.5 Third Party rights.  These Terms are between you and Fusion Conferences. No other person shall have any rights to enforce any of these Terms. These Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any provisions of these Terms.

20.6 Waiver.   If Fusion Conferences do not insist immediately that you do anything you are required to do under these Terms, or if we delay in taking steps against you in respect of your breaking these Terms, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the Fusion Conferences Services, we can still require you to make the payment at a later date.

20.7 Severance.  If any provision or part-provision of these Terms becomes invalid, illegal or unenforceable, it shall be deemed deleted but it shall not affect the validity and enforceability of the rest of these Terms.

20.8 Notices.

20.8.1 If we are providing notice to you, we shall send such notice to the email address registered under your access to your Account.  Notice can be provided to use in connection with these Terms by email to admin@fusion-conferences.com.

20.8.2 Any notice shall be deemed to have been received the next working day.

20.8.3 This Condition 20.8 does not apply to the service of any proceedings or other documents in any legal action or, where applicable, any arbitration or other method of dispute resolution.

20.9 Which laws apply to these Terms and where you may bring legal proceedings if you are a consumer. These Terms are governed by English law and you can bring legal proceedings in respect of the Fusion Online Services in the English courts. If you live in Scotland you can bring legal proceedings in respect of the Fusion Online Services in either the Scottish or the English courts. If you live in Northern Ireland you can bring legal proceedings in respect of the Fusion Online Services in either the Northern Irish or the English courts.

20.10 Which laws apply to these Terms and where you may bring legal proceedings if you are a business. If you are a business, any dispute or claim arising out of or in connection with a contract between us or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and the courts of England and Wales shall have exclusive jurisdiction to settle any such dispute or claim.

These Terms and Conditions were created May 2021.