Terms and Conditions/ Privacy Policy

Payment of Registration Fees

  1. EMBL encourages online payments for course and conference registration fees. All registration data submitted to EMBL will be treated confidentially.

  2. Upon registration a confirmation email will be sent automatically to the registrant.

    1. For events with registration on a first come first served basis, this confirmation email serves as proof of registration and specifies all event details included in the registration.

    2. For events with registration only after a prior selection process, the confirmation email serves as proof of pre-registration. The outcome of the final selection, and, for those registrants who have been selected, the invitation to complete the full registration and make the payment of the registration fees, will be communicated via email to each registrant.

  3. The specific registration conditions applicable to each event are listed on the event website

Cancellation of Registration and Hotel Bookings

  1. Cancellation of registration must be submitted in writing or via email and is valid only with acknowledgement of receipt by the EMBL Course & Conference Office.

  2. Cancellation fees are dependent on the notice given:

    1. If cancellation occurs less than 7 days prior to the start of the event, the cancellation fee is 100% of the registration fee.

    2. If cancellation occurs between 7 days and 1 month prior to the start of the event, the cancellation fee is 50% of the registration fee.

    3. Earlier than 1 month, a cancellation fee of EUR 50 will be charged or 50% of the registration fee, whichever is the lower.

  3. Cancellation of hotel bookings are dependent on the notice given

    1. If cancellation occurs after the hotel booking deadline stated on the website, the cancellation fee is 100% of the hotel booking fee.

    2. If cancellation occurs before the hotel booking deadline stated on the website, a cancellation fee of EUR 50 will be charged.

Payment Terms

Online Registration for EMBL events is subject to the following payment conditions:

  • For events with registration on a first come first served basis, EMBL must receive the payments for the registration fees as detailed on the event webpage before the registration can be confirmed. Admittance to the conference cannot be permitted without prior receipt of payment or a valid proof of payment.

  • For events requiring a pre-selection process, payment will be required only after the invitation to full registration. The selection process usually takes 3-4 weeks after the registration deadline. The selected registrants will be invited for full registration and payment of the registration fee via email.

  • Late registrations can also be paid onsite. Such payments may be subject to an additional late registration fee, details are specified on the events website.

  • Credit card payments will be processed via a secure online payment module (RBS WorldPay) included in the EMBL registration form. Registration fees charged in EUR will be debited in EUR, Registration fees charged in GBP will be debited in GBP.

  • EUR payments may be made through Visa and Master Card. German bank account holders can also use ELV to make payments. GBP payments may be made through Visa, Master Card and Maestro. Specific payment conditions for each event are listed on the event website.

Information Collection and Use (Data policy)

The European Molecular Biology Laboratory (EMBL) is the sole owner of the information collected on this site. EMBL only collects information that individual visitors provide voluntarily. We will not sell, share, or rent this information to third parties in ways different from what is disclosed in this statement. Contact information will be shared among the delegates and organisers, either in form of the abstract book (for conferences) or contact sheets (for courses).

In connection with an application to attend a conference, EMBL will collect and store information specific to your identity. This information may also be collected and stored if you provide it in the course of a visit to the EMBL website and/or in connection with a request for information from EMBL. This usually will include your name, employer, physical work address, work email address, work telephone number and work fax number, and may also include your picture, education and work history, along with other information submitted during an application.

In addition, we may use the information to:

  • notify you of upcoming conferences, meetings and other events

  • contact you to respond to your questions and requests for information

  • provide you with other information that we believe may be of interest to visitors to our website.

EMBL has implemented technical and organisational measures designed to protect your data from accidental loss and from unauthorised access, use, alteration or disclosure. Regardless of any such precautions security on the Internet is imperfect, and we cannot warrant the protection of any information transmitted to us.

Conference Application and Admission Processes

If your conference application is accepted (approved), you are expected pay immediately to confirm your attendance and accommodations (if provided). In this regard, EMBL and its payment provider RBS WorldPay collects your payment and billing information and will use such information to process your payments.

If you are accepted to a conference/course, we will use your personal information to:

  • process your payments and thus your registration and facilitate your attendance at the event

  • provide you with information regarding the conference, including scheduling and logistics

  • provide you with other information that we believe may be of interest to conference attendees.

We also may share personal information (other than payment information) of conference/course attendees (e.g. provided in the abstract book) with the other persons attending the same event. The purpose of this is to enable conference attendees to contact each other (prior to) after the conference, for networking purposes.

Service as an Invited Speaker

If you agree to speak at an EMBL event, we collect the information described in section one. Sometimes we may also request a photograph. We collect this information to make it available to conference applicants and attendees. Accordingly, if you agree to speak at an EMBL event, we post on the respective event website your personal information (other than payment information), including your name, employer, physical work address, work email address, work telephone number and work fax number (mostly by means of directing to your institutional website. This is so that visitors to the EMBL website, including conference applicants, attendees and speakers can contact you with questions and requests for more information, and to provide feedback if needed.

Links to other Websites

The EMBL site contains links to other Web sites. Please be aware that our privacy policy does not apply to these linked sites. We encourage our users to be aware when they leave our site and to read the privacy statements for all third-party websites to understand their procedures for collecting, using, and disclosing visitors' information.

Collection of Information through Use of Cookies

EMBL may also use "cookie" technology to simplify visitors' interactions with its website. A cookie is a very small amount of information that is placed on your computer’s hard drive by your browser on EMBL's behalf. It is sent by your browser back to EMBL when you return to the EMBL website. You may always choose not to receive a cookie by enabling your web browser to refuse cookies or to prompt you before your browser accepts a cookie. Specifically for Google Analytics there is an opt-out browser add-on available, which will indicate that information about the website visit should not be sent to Google Analytics.

By refusing to accept a cookie, you may be asked to enter certain information each time you access certain areas of the EMBL web site. We do not regularly track visitors' use of the EMBL site, but on occasion, for marketing purposes, may review specific paths that you or an aggregate of customers may have traveled through the site. All web servers log certain technical information from visitors each time they request a page. This information is collected from each visitor's web browser and may include his/her IP address, operating system, web browser software (i.e. Netscape Navigator or Internet Explorer), and referrer web site. We may aggregate such logged information anonymously to assist in designing enhanced user experiences and easier access to our information and services.