1. Holland Circular Hotspot's Role and Reserved Opportunities

As the global coordinator of the Circular Hotspot Network, Holland Circular Hotspot has reserved a limited number of participation opportunities at Hotspot events to promote and showcase organisations, that benefit from the preferential conditions given to Holland Circular Hotspot Partners.

Holland Circular Hotspot is not the direct organiser of local Hotspot events and is not end responsible for the final programme, sessions, moderation, event delivery or quality of the locally organised event. These aspects remain the responsibility of the local organiser.

2. Participation Fee

As global coordinator of Hotspot Events, Holland Circular Hotspot has reserved a limited number of spots at Hotspot as a placeholder for the promotion of its network partners. By applying via Holland Circular Hotspot, a discounted fee applies. The participant's contractual relationship regarding its registration is therefore with Holland Circular Hotspot. All fees are exclusive of VAT. Any bank charges or transaction costs are borne by the participant.

The registration fee via Holland Circular Hotspot covers only the items explicitly stated in the registration offer.

Travel, accommodation, meals, visas, insurance, local transport and other personal expenses are not included in the registration fee.

The registration fee covers one participant only. Additional participants may attend and will be charged at an additional participation fee. Additional participants must be registered in advance.

3. Travel and Logistics

As stated above, participants are responsible for arranging and covering their own travel, accommodation and local transportation. Holland Circular Hotspot and the local organiser do not arrange or cover these costs and are not responsible for providing individual travel or accommodation recommendations.

4. Payment Deadline

Registration is confirmed only after full payment of the applicable fee has been received.

If payment is not received by the specified deadline, Holland Circular Hotspot reserves the right to release the allocated speaking or exhibition slot.

5. Non-Attendance / Cancellation

If the company or its nominated speaker decides not to attend the event, the registration fee is non-refundable. The participant may nominate a replacement.

6. Force Majeure

Holland Circular Hotspot and/or the local organiser shall not be liable for delays, changes, postponement or cancellation of the event due to circumstances beyond their reasonable control, including natural disasters, extreme weather, pandemics, government restrictions, strikes, travel disruptions, technical failures or other unforeseen events.

In the event of cancellation due to force majeure in the country where the event is organised, 50% of the registration fee will be refunded. Travel, accommodation, visa, insurance and other related costs remain the participant's responsibility.

7. Change of Speaker

Any changes to the nominated speaker must be communicated to Holland Circular Hotspot in advance and within the specified deadline. Replacement speakers are subject to approval by Holland Circular Hotspot and/or the local organiser.

8. Speaking Slot and Programme Format

Holland Circular Hotspot, together with the local organiser, will determine the most appropriate placement and format for the participant's contribution within the programme. Depending on the programme and event format, the participant may be invited to contribute through a presentation, pitch, panel discussion or another appropriate format. The final speaking format, duration and programme slot will be communicated to the participant in advance.

9. Programme Changes

Holland Circular Hotspot and the local organiser reserve the right to make reasonable changes to the event programme, including changes to the schedule, speaking format, speakers, venue or other programme elements. Participants will be informed of significant changes as soon as reasonably possible.

10. Event Cancellation by the Organiser

If the event is cancelled by Holland Circular Hotspot or the local organiser after the signing of the contract and 6 months before the initially announced date, the registration fee will be refunded. If the vent is cancelled shorter than 6 weeks before the intially announce date 50% of the registration fee will be refunded. Holland Circular Hotspot and the local organiser are not responsible for any travel, accommodation, visa, insurance or other costs incurred by the participant in connection with the event.

11. Speaker Content and Responsibility

The participating organisation is responsible for ensuring that all information and materials provided or presented are accurate, lawful and original, and that the contribution provides substantive value to the audience. Participants must not disclose confidential information belonging to third parties or use materials that infringe the intellectual property, copyright or other rights of third parties. The participant shall indemnify and hold harmless Holland Circular Hotspot against third-party claims arising from infringement or unlawful content supplied by the participant. Holland Circular Hotspot does not guarantee any business outcomes.

12. Marketing and Branding

By registering, the company agrees that its company name, logo, speaker name, company description and relevant information about its participation may be included in the event programme and used in public event-related communications and promotional materials by Holland Circular Hotspot and local organiser.

13. Photography, Video and Recordings

Participants acknowledge that photographs, audio recordings and video recordings may be made during the event and may be used by Holland Circular Hotspot and local organiser for reporting, archival, educational and promotional purposes.

14. Representation by Holland Circular Hotspot

Where agreed in advance, Holland Circular Hotspot may represent the participating organisation at a Hotspot event on its behalf. The agreed speaking opportunity or booth presence, as applicable, is guaranteed, subject to the agreed event arrangements. The specific speaking format, duration and programme placement will depend on availability and alignment with the local organiser.

A preparation call will be arranged to align on the organisation's objectives, key messages and required information. The organisation is responsible for providing all necessary materials, presentations and information by the agreed deadline.

Holland Circular Hotspot will make reasonable efforts to represent and promote the organisation in the best possible way but does not guarantee any specific exposure, business opportunities, contacts or other outcomes.

Holland Circular Hotspot acts solely as an event representative and does not enter into agreements or make commercial commitments on behalf of the organisation. The organisation remains responsible for the accuracy, legality and intellectual property rights of all materials and information provided.

15. Visa Responsibility

Participants who require a visa are responsible for determining the applicable requirements and obtaining the necessary visa in sufficient time before the event. Failure to obtain a visa, or delays or refusal in obtaining a visa, does not entitle the participant to a refund of the registration fee.

16. Governing Law and Dispute Resolution

Any disputes arising from or relating to participation shall be submitted to the competent court in the Netherlands, without prejudice to any mandatory jurisdiction rules. Dutch law applies.

Privacy statement:
At Holland Circular Hotspot, we believe that a thorough transformation is needed in the way we work and produce, but also in the way we design, learn, invest and buy. That is why we connect the global circular community by inspiring companies, knowledge institutes and governments to start new collaborations and create circular business opportunities together. Holland Circular Hotspot considers the personal privacy of its partners, implementers, as well as of other relations and visitors of the website important.
That is why Holland Circular Hotspot handles your personal data carefully. Stichting Holland Circular Hotspot is located at BlueCity (Maasboulevard 100
3063 NS Rotterdam,The Netherlands)
1. WHEN WE PROCESS PERSONAL DATA
When you register or register for one of our products, services or activities, you sign up for a newsletter, participate in a meeting, use our digital services, contact Holland Circular Hotspot or use our services in a different way , the personal data provided by you are recorded and processed under the responsibility of Holland Circular Hotspot.
2. WHAT DATA WE ARE PROCESSING
We process the following data:
- your registration details: these are the data that we ask you to fill in when registering for our newsletter or activities, such as name, gender, e-mail address, employer / organization name and type of organization.
3. WITH WHAT OBJECTIVE WE PROCESS YOUR PERSONAL DATA
We process your personal data:
- for the realization and execution of an agreement, for example to deliver the products, services or information you have chosen;
- if you have purchased a paid service or product, to invoice; to send you newsletters, surveys and other notifications; to improve the products and services of Holland Circular Hotspot and to better attune it to your use or your interests; to comply with legal obligations.
- Holland Circular Hotspot only uses your personal data for the purposes for which you have provided it to us, unless you have explicitly given permission for the use of your personal data for other purposes.
4. WHEN WE PROVIDE YOUR PERSONAL DATA TO THIRD PARTIES
Holland Circular Hotspot only provides your personal data to other parties in the following cases:
- for the execution of the requested services;
- if the data is public;
- if Holland Circular Hotspot is required by law and regulations to provide certain information.
5. LINKS TO WEBSITES OF THIRD PARTIES
If you visit the website of a third party via the website or other services or products of Holland Circular Hotspot, the conditions and privacy rules of the relevant third party apply. Holland Circular Hotspot does not monitor the activities of such websites or third parties and is not liable for the content, privacy, security and regulations of the websites to which Holland Circular Hotspot links. Holland Circular Hotspot therefore advises you to familiarize yourself with the privacy conditions, security and regulations of the third party before you provide them with (personal) information.
For the Futureproof.community another privacy statement applies that you can find here.
6. HOW YOU CAN WITHDRAW YOUR PERMISSION
If you no longer wish to receive marketing and promotional messages about our products and services or general news items by e-mail, you can unsubscribe (opt-out) by following the instructions included in each e-mail, or send a message to info@hollandcircularhotspot.nl. We will comply with this within a period of 4 weeks after receiving your request.
7. WHAT ARE YOUR RIGHTS
You have the right to view your personal data and the right to request correction, deletion or transfer of your personal data. You also have the right to object to the processing of your data.
If you want to know which personal data of your Holland Circular Hotspot is processed, you can make a written request for access. We will handle your request within 4 weeks of receipt.
You can view your personal data collected by Holland Circular Hotspot and have it amended if desired by sending a request to: info@hollandcircularhotspot.nl. We will respond to your request within 4 weeks.
Holland Circular Hotspot may ask you to prove your identity if you submit requests for inspection or change.
If you do not agree with the way in which Holland Circular Hotspot deals with your personal data, you can submit a complaint to the Autoriteit Persoonsgegevens (Dutch Data Protection Authority).
8. HOW LONG WE KEEP YOUR DATA
Holland Circular Hotspot stores your personal data as long as necessary for the purposes mentioned above or to comply with statutory (storage) obligations.
How do we deal with messages of weak spots in the security of our systems
If you have found a weak spot in one of our systems, we would like to hear this so that we can take measures as soon as possible. We would like to work with you to better protect our customers and our systems. Mail your findings to info@hollandcircularhotspot.nl. Do not abuse the problem by, for example, downloading more data than is necessary to prove the leak or to view, delete or modify data from third parties. Do not share the problem with others until it is resolved.
9. MODIFICATION OF THIS PRIVACY STATEMENT
Holland Circular Hotspot has the right to change its Privacy Statement. If substantive changes are made, we will make this known via the website www.hollandcircularhotspot.nl or one of the other websites managed by Holland Circular Hotspot. Furthermore, as a user, we will ask you for a statement of approval with the amended Privacy Statement. If you do not want to agree or go, your user account will be blocked and / or canceled by Holland Circular Hotspot.

If you have any questions about this Privacy Statement, you can contact: info@hollandcircularhotspot.nl.
(Read the full privacy statement here: https://hollandcircularhotspot.nl/privacy-statement/)