Terms and Conditions – Health Data Forum Global Events

Health Data Forum Ltd Registered Charity | Registered Office: Kemp House, 160 City Road, London EC1V 2NX Website: www.healthdataforum.org

These Terms and Conditions apply to all Health Data Forum (HDF) global events, including but not limited to:

• Health Data Forum Global Hybrid Summit – Bilbao 2026 (Bilbao, Spain · 24–25 September 2026)
• Health Data Forum Global Hybrid Summit – Scotland 2026 (Glasgow, Scotland · date TBC)
• HDF Executive Think Tank – Arab Health, Dubai (Dubai, UAE · February 2026)
• HDF Policy & Implementation Session – Abu Dhabi Global Healthcare Week (Abu Dhabi, UAE · April 2026)
• Any other HDF-convened events, virtual sessions, or satellite programmes announced during the same programme year

References to "the event," "events," or "the programme" below apply to whichever specific event or events you have registered for, as confirmed in your registration email.

1. Registration and Payment

By registering for any Health Data Forum event, you agree to the following terms in full.

Registration fees must be paid in full prior to attendance. Attendance will not be granted to delegates with outstanding balances.

Payment is accepted via major credit and debit cards and through online payment gateways provided at checkout. Bank transfer options are available on request for institutional registrations; please contact us at events@healthdataforum.org.

Currency and Pricing

Prices are displayed in the currency applicable to the event and the delegate's country of registration:

• Events held in the United Kingdom (including Scotland): prices are quoted in British Pounds (GBP), inclusive of applicable UK VAT for UK-based delegates. Non-UK delegates will be quoted prices exclusive of UK VAT, in accordance with applicable rules.
• Events held in Spain (including Bilbao): prices are quoted in Euros (EUR). VAT (IVA) will be applied in accordance with Spanish and EU regulations. Delegates registered as EU VAT-exempt organisations should provide their VAT number at the time of registration.
• Events held in the United Arab Emirates (Dubai and Abu Dhabi): prices are quoted in British Pounds (GBP) or US Dollars (USD) as indicated at checkout. UAE VAT (5%) will be applied to UAE-based entities where applicable under UAE Federal Tax Authority rules. Non-UAE registered delegates are not subject to UAE VAT.

Currency conversion is the sole responsibility of the delegate. HDF is not liable for exchange rate fluctuations between the date of registration and the date of payment settlement.

2. Ticket Entitlements

By purchasing a paid ticket for any Health Data Forum event, you are entitled to:

• Full access to all official sessions during the event dates — either in-person or virtually, depending on the ticket type purchased.
• Occasional catering including refreshments and hot drinks with snacks, where applicable and available at the event venue.
• Participation in networking opportunities, demonstrations, and sponsored showcases.
• Official event materials, including agendas, speaker biographies, and curated handouts (digital or printed, as applicable).
• A Certificate of Attendance, issued post-event for verified attendees upon request.
• Access to select post-event recordings, subject to availability, technical constraints, and ticket type.
• Optional inclusion in the attendee networking list, if you opt in during registration.
• Technical and customer support, both before and during the event.

Some premium or invitation-only components — such as private dinners, executive roundtables, or closed working sessions — may require separate registration or a specific invitation. These are not included in standard ticket entitlements.

All entitlements are valid only upon confirmed payment and successful registration. HDF reserves the right to vary entitlements with reasonable notice where circumstances require.

3. Cancellations and Refunds

Cancellation requests must be submitted in writing (email to events@healthdataforum.org is accepted) and will be acknowledged within five working days.

Refund Schedule:

Notice given before event start Refund
More than 30 days Full refund minus an administration fee of £25 / €30 / $35
15–29 days 50% refund
Fewer than 14 days No refund

Substitutions — transferring a registration to a named colleague or representative — are permitted at no additional charge. Notification of substitution must be provided no later than 48 hours before the event start.

Where an event is attended virtually and technical difficulties occur on the delegate's side, no refund will be issued. Where the fault is demonstrably on the part of HDF's streaming infrastructure, HDF will consider requests for partial credit toward a future event on a case-by-case basis.

4. Event Changes and Cancellations

Health Data Forum reserves the right to modify the programme, speakers, venue, schedule, or format (including switching between in-person, hybrid, or fully virtual delivery) due to unforeseen circumstances, including but not limited to public health emergencies, governmental restrictions, natural events, or venue unavailability.

In the event of full cancellation by HDF, all registered delegates will be notified promptly and registration fees will be refunded in full. HDF will not be liable for any other costs incurred by delegates, including travel, accommodation, or visa expenses.

Where an event transitions from in-person to virtual delivery after registration, delegates holding in-person tickets will be offered either a partial refund of the difference (where a differential ticket price applies) or a credit toward a future HDF event.

5. Hybrid and Virtual Attendance

HDF events are designed as global hybrid convenings. The following conditions apply to delegates attending virtually:

• Virtual delegates are responsible for ensuring they have stable internet connectivity, a compatible device, and any required software prior to the event. Technical requirements will be communicated in advance.
• HDF will provide a designated technical support channel during event hours. HDF is not responsible for technical difficulties arising from the delegate's internet service, hardware, or local network configuration.
• Virtual sessions will be delivered across multiple time zones where possible. All session times will be published in Coordinated Universal Time (UTC) as well as the local time of the host city. Delegates are responsible for converting to their own local time zone.
• Some in-person elements — including informal networking, site visits, and private dinners — are not available to virtual delegates and are explicitly excluded from virtual ticket entitlements.
• Post-event recordings will be made available to eligible virtual delegates within a reasonable period after the event, subject to speaker consent and any third-party restrictions.

6. Privacy and Data Protection

Personal data collected during registration and participation is handled in compliance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the UK Data Protection Act 2018, the EU General Data Protection Regulation (EU GDPR) where applicable to events in Spain or to EU-resident delegates, and applicable data protection frameworks in the United Arab Emirates.

Attendee data will be used solely for event administration, communication, and the provision of event-related updates and materials. Data will not be sold or shared with third parties without explicit delegate consent, except where legally required.

HDF's Data First, AI Later ethos applies to our own operations: we collect only what is necessary, store it securely, and make data-use practices transparent. Delegates may request access to, correction of, or deletion of their personal data at any time by contacting dataprotection@healthdataforum.org.

If you opt into the delegate networking list during registration, your name, organisation, and country will be shared with other opted-in attendees only. This opt-in can be withdrawn at any time prior to the event.

7. Photography, Recording, and Intellectual Property

HDF events will be photographed, filmed, and/or recorded for archival, communications, and promotional purposes. By attending — whether in person or virtually — participants consent to their image, voice, and contributions being captured and used in materials related to HDF and the Data First, AI Later movement, including publications, proceedings, social media, and promotional content.

Delegates who wish to be excluded from photography or recording must notify the event team in writing before the event commences. Reasonable efforts will be made to accommodate such requests, though complete exclusion cannot be guaranteed in shared session environments.

Speakers retain the intellectual property rights to their original content. By presenting at an HDF event, speakers grant HDF a non-exclusive licence to record, publish, and distribute their session content in proceedings and associated materials, unless a different arrangement is agreed in writing in advance.

8. Conduct

All participants — whether attending in person or virtually — agree to maintain professional, respectful, and inclusive conduct throughout the event and in any associated communications channels (including event platforms, networking tools, and messaging groups).

HDF is committed to an environment free from harassment, discrimination, and exclusionary behaviour. Any behaviour that disrupts the event or causes harm or discomfort to other participants may result in removal from the event without entitlement to a refund. HDF reserves the right to make this determination at its discretion.

9. Liability

Health Data Forum Ltd assumes no responsibility or liability for personal property lost, stolen, or damaged at event venues, or for personal injury occurring during the event or associated activities. Delegates are advised to secure personal belongings and to take reasonable care for their own safety.

HDF's total liability to any delegate, in connection with any event, shall not exceed the amount paid by that delegate for their registration.

10. Governing Law and Jurisdiction

These Terms and Conditions are governed by the laws of England and Wales. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, except where mandatory local consumer protection law requires otherwise.

For delegates attending events in Spain: HDF operates Bilbao 2026 in collaboration with local co-hosts. Certain local regulatory requirements under Spanish law may apply to in-country activities. HDF will communicate any relevant local obligations to registered delegates.

For delegates attending events in the United Arab Emirates: HDF operates GCC events in collaboration with local institutional partners. Delegates are responsible for complying with UAE entry requirements, visa obligations, and applicable local regulations. HDF is not liable for any costs or consequences arising from visa refusals or travel disruptions.

11. Amendments

These Terms and Conditions may be updated from time to time to reflect changes in our event portfolio, applicable law, or operational practice. Any material updates will be posted on the event website and communicated to registered delegates via email with reasonable notice.

12. Contact

For questions regarding registration, payment, or these Terms and Conditions, please contact:

Health Data Forum Ltd — Events Team Email: events@healthdataforum.org Web: www.healthdataforum.org

By completing registration for any Health Data Forum event, you confirm that you have read, understood, and agree to abide by these Terms and Conditions.

Version: January 2026 | Applicable to HDF Global Programme 2026