General terms & conditions – Netherlands Representation Holland Circular Hotspot 2025:
By registering for participation in a Netherlands Representation at an event (e.g., a Netherlands Pavilion, collective booth, or Netherlands Lounge), hereafter referred to as the Pavilion, the Participant agrees to these General Terms & Conditions.
These Terms & Conditions are shared via the registration form and accepted upon completing the registration.
1. Participation
* Registration is submitted by the main participant (hereafter: Participant) through a registration form organized by Holland Circular Hotspot (HCH), hereafter referred to as the Organizer.
* Participation requests are processed in order of receipt and are subject to available floorspace or delegation capacity.
* Upon registration, participation becomes binding and the Participant is obliged to take part.
* Any organization co-exhibiting within the space of another Participant must register separately.
* Allocation of booth space, delegation positions, or representation spots by the Organizer is final. Layout and design of the Pavilion are determined solely by the Organizer. Preferences of Participants may be taken into account but cannot be guaranteed.
* Independent banners, flags, posters, or roll-ups are not permitted unless explicitly approved by the Organizer.
2. Participation Costs
* Participation costs are determined by the Organizer and may differ per event. All prices are exclusive of VAT unless stated otherwise.
* Participation costs include a registration fee and a standard package based on the event concept and Pavilion setup.
* Costs do not include meals, refreshments, travel, accommodation, visa fees, or congress/exhibition tickets unless explicitly stated otherwise in the registration form.
* Additional services not included in the standard package (e.g., extra furniture, audiovisual equipment, printing, promotional materials, catering, etc.) will be charged directly to the Participant.
* To ensure a coherent Pavilion appearance, additional services may only be ordered after consultation and written approval from the Organizer.
3. Event Programme
* Only products and services relevant to the event theme may be displayed in the Pavilion. Assessment and approval lie solely with the Organizer.
* For communication and promotional purposes, the Organizer may take photographs and/or video recordings of the Pavilion, Participants, and activities.
* By registering, Participants consent to the use, publication, and distribution of such material and indemnify the Organiser against related claims.
4. Logistics
* Participants are responsible for arranging the shipping of promotional materials, demo items, or equipment through a designated freight forwarder. All transport costs are charged directly to the Participant.
* If the Organizer coordinates logistics or shipping, any additional costs incurred will be charged to the Participant.
* The Organizer is not responsible for packing, receiving, storing, transporting, assembling, or dismantling Participant materials.
5. Payment
* Participation costs are specified in the registration confirmation.
* Invoices are typically issued in one installment and must be paid within 21 days and no later than one month before the event.
* Participants who fail to pay on time may be denied participation without refund rights.
* Invoice disputes must be reported in writing within 10 days of the invoice date. After this period, objections will not be considered.
* The Organizer may allocate incoming payments to outstanding debts owed by the Participant.
6. Cancellation by the Participant
* Participation is binding. After registration, the Participant remains fully liable for the participation costs.
* This obligation also applies to any event-specific costs already incurred by the Organizer on behalf of the Participant, including costs with contracted partners.
7. Cancellation by the Organizer
* The Organizer reserves the right to cancel the Pavilion or representation.
* In such cases, the Participant is not entitled to compensation for damages or losses.
* Participation fees will be refunded minus any costs already incurred by the Organizer, including costs made on behalf of the Participant.
8. Force Majeure (including pandemics)
* In case an event is postponed or cancelled due to force majeure—such as pandemics, travel restrictions, natural disasters, political unrest, or other external circumstances—the Organizer will inform Participants as early as possible.
* In case of postponement, registrations and payment obligations remain valid.
* In case of cancellation, the Organizer is not liable for damages or loss. Participation fees will be refunded after deducting costs already incurred.
9. Deadlines
* Participants must adhere to all deadlines set by the Organizer or event organizers.
* Late submission may result in additional costs or exclusion from certain services. Any additional costs incurred due to missed deadlines will be charged to the Participant in full.
10. Insurance
* Participants are responsible for arranging their own insurance, including but not limited to:
-civil liability
-loss, theft, or damage of goods
-personal injury
-delays or additional expenses
-any other insurable risk
The Organizer bears no responsibility for insurable losses.
11. Exclusion of Liability
* The Organizer carries out all activities to the best of its knowledge and ability.
* Except in cases of gross negligence or intentional misconduct, the Organizer accepts no liability for damages or losses incurred by the Participant.
* If sector interest is insufficient, the Organizer reserves the right to cancel the Pavilion or representation without liability for damages.

(Read the full General terms & conditions – Netherlands Representation here: https://hollandcircularhotspot.nl/general-terms-conditions-netherlands-representation-holland-circular-hotspot-2025/)

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/)