Terms of Use

1. Who we are and what this document is

1.1 Academia Events (the "Platform"), available at academiaevents.com, is operated by Pembroke Collins LLC ("Pembroke Collins", "we", "us" or "our"), with its principal place of business at 1191 E Newport Center Dr #103, Deerfield Beach, Florida 33442, United States.

1.2 These Terms of Use (the "Terms") are a binding agreement between you and Pembroke Collins. By creating an account, submitting a work, registering as an attendee, checking an acceptance box, or accessing or using the Platform in any way, you confirm that you have read, understood, and agree to be bound by these Terms. We record the version of these Terms, the date, and the language each time you accept. If you do not agree, do not use the Platform.

1.3 If you create, manage, or administer events, the Organizer Terms in Part II also apply to you and form part of these Terms. If Part I and Part II conflict regarding an event, Part II prevails.

1.4 Our Privacy Policy, available at academiaevents.com/privacy, describes how we handle personal data and is incorporated into these Terms by reference.

2. Definitions

2.1 In these Terms:

1. "Event" means any conference, symposium, seminar, meeting, or other academic activity created on the Platform by an Organizer;
2. "Organizer" means the individual or organization that creates, manages, or administers an Event, and anyone it authorizes to act on its behalf;
3. "Participant" means anyone who takes part in an Event without organizing it, including authors, co-authors, attendees, speakers, reviewers, and committee members;
4. "User" or "you" means anyone who accesses or uses the Platform, with or without an account;
5. "Content" means anything a User submits, uploads, or publishes on the Platform, including submissions, files, videos, posters, reviews, text, images, and data;
6. "Paid Services" means the services offered by Pembroke Collins for a fee, such as the formatting of works, plagiarism checking, ISBN assignment, DOI registration, extended access to the Virtual Campus, and any other paid service announced on the Platform; and
7. "Payment Partners" means the payment gateways and other third-party companies that process, collect, hold, or transfer payments made through the Platform.

3. What the Platform is, and what it is not

3.1 The Platform is a technology tool that allows Organizers to create and manage Events (registration, submissions and their review, programs, presentations, certificates, and proceedings) and allows Participants to register for and take part in those Events.

3.2 Pembroke Collins is only the technology vehicle through which Organizers offer their Events and receive payments. Each Event, its content, its fees, its refunds, and its cancellation are the sole responsibility of the Organizer, who alone determines its call for papers, rules, deadlines, review process, results, program, and certificates, and who answers fully for all of it, including for moral, material, and tax damages and for its own acts in the criminal sphere. Pembroke Collins does not organize, promote, sponsor, host, or take part in any Event, and is not a party to any relationship between Organizers and Participants. When an Organizer fails to do what it promised, Pembroke Collins did not cause the harm and is as harmed as you are, because it lent its technology to an Event that is not its own; it may suspend the Event, retain its amounts for the refunds owed, and tell you who the responsible Organizer is.

3.3 Pembroke Collins does not guarantee:

1. that any Event will take place, or when or how it will take place;
2. that any submission will be accepted;
3. that any certificate, publication, ISBN, or DOI will be recognized, accepted, or scored by any university, funding agency, graduate program, evaluation committee, employer, or other third party; or
4. the accuracy of any information published by Organizers or Participants.

3.4 We may change, suspend, or discontinue any feature of the Platform at any time, without liability.

4. Your account

4.1 You must provide true, accurate, complete, and up-to-date information, and keep it that way.

4.2 Accounts are personal and non-transferable. Each person may hold only one personal account, which must bear that person's own name and not the name of an institution. Organizations must use an organization account, in which only the people the organization authorizes may create Events.

4.3 You are solely responsible for keeping your password confidential and for all activity under your account. If you suspect unauthorized use, notify us immediately through the Feedback button.

4.4 The Platform is not intended for children under 13. Users between 13 and 18 may use the Platform only with the permission and under the responsibility of a parent or legal guardian, who is responsible for their acts.

4.5 We may refuse registrations, require verification of any information, and suspend accounts that show signs of fraud, falsehood, or breach of these Terms.

5. Payments

5.1 Registration fees, submission fees, and any other charges of an Event are set by its Organizer. The prices of Paid Services are set by Pembroke Collins and shown before purchase.

5.2 Each Paid Service is a service that Pembroke Collins performs for you, much like an agent who takes care of the formalities on your behalf. For a DOI, for example, Pembroke Collins prepares the metadata and the file, deposits them in the repository, registers the identifier, and keeps the record linked to the permanent page of the publication, automatically. The price of a Paid Service is the price of that service as a whole. Where a registry or repository does not charge for the identifier itself (Zenodo, for instance, does not charge for DOIs), you are not paying for the identifier: the price covers only the service of issuing it automatically, which is also why it can be lower than the price of services that charge for the identifier itself.

5.3 Pembroke Collins may use payment gateways and other third-party companies of its choice to process, collect, hold, and transfer payments. Payment Partners act solely as intermediaries. They are not partners, agents, representatives, or employees of Pembroke Collins, and your relationship with them is also governed by their own terms. Card and payment method data are handled directly by the Payment Partners and are not stored on the Platform.

5.4 Pembroke Collins is not responsible for any failure, delay, refusal, hold, reversal, erroneous charge, or unavailability of any Payment Partner, nor for any fees charged by banks, card networks, or the Payment Partners themselves.

5.5 Registration and submission fees belong to the Organizer, who receives them through the Payment Partners. Out of each confirmed payment, Pembroke Collins receives from the Organizer a commission (currently 10%) for the technology services it provides, which are consumed when the payment is confirmed. A refund of an Event fee is granted only if the Organizer decides to grant it, under the rules the Organizer sets, or when mandatory law requires it, through the original payment method. A refund returns to you the amount you paid; the fees of the Payment Partners and that commission are not returned to the Organizer, which bears them. Paid Services that have been rendered (for example, an ISBN that has been assigned or a DOI that has been registered) are non-refundable under any circumstances. Nothing in this section limits a right that mandatory law grants you.

5.6 If an Event is cancelled or does not take place, the refund is owed by the Organizer, in the same way. Each Event charges in a single currency (real, US dollar, or another currency offered on the Platform), shown before payment; fees of your bank or card, including currency exchange and taxes on international purchases, are yours.

5.7 If you are a consumer in Brazil, you may withdraw from the purchase of a registration within 7 (seven) days of the payment, under Article 49 of the Brazilian Consumer Defense Code (Law No. 8,078 of 1990), and receive back the full amount you paid. To withdraw, ask the Organizer or use the Feedback button, and we will forward your request to the Organizer, who must honor it.

5.8 A request for a refund or a withdrawal, or a chargeback, made before the Event cancels the registration it concerns, and you leave the Event. If, as a result, the work linked to that registration no longer meets the Event's payment rules, the work is excluded from the Event (it is not presented, receives no certificate, and is not published) or, if it has already been published in the proceedings, the request or the chargeback constitutes a retraction of that publication, which remains at its permanent address with a public notice of retraction.

5.9 If you dispute with your bank or card issuer a payment for a service that was provided (a "chargeback"), Pembroke Collins may suspend your account, cancel the registration, participation, certificates, and Paid Services linked to that payment, and collect the amount due plus related costs. Before disputing a payment, ask the Organizer for a refund.

5.10 Each party is responsible for its own taxes as provided by law. Prices may include payment processing fees.

6. Your Content

6.1 You represent and warrant that you are the author of the Content you submit, or that you hold all rights and permissions needed to submit it, and that it does not infringe any third party's rights (including copyright, image, privacy, and trademark rights) or any law. You are solely responsible for plagiarism, false authorship, fabricated data, and work of others presented as your own, as well as for any use of artificial intelligence that you fail to disclose when the Event requires it.

6.2 You retain the copyright in your Content. Nothing in these Terms transfers ownership of your Content to Pembroke Collins.

6.3 By submitting Content, you grant Pembroke Collins a worldwide, royalty-free, non-exclusive license, with the right to sublicense to the service providers that operate the Platform, to host, store, reproduce, reformat, display, distribute, and make available to the public your Content, and to register its metadata with identification and indexing services (such as ISBN and DOI agencies, Google Scholar, and bibliographic databases), including by depositing a copy of published Content in open repositories used to register DOIs, such as Zenodo, for as long as needed to provide the Platform. For Content published in Event proceedings, this license is irrevocable and perpetual.

6.4 Publications in Event proceedings are made available to the public under the Creative Commons Attribution 4.0 International license (CC BY 4.0), at a permanent address. Publication is final: once published, a publication is not withdrawn, and its authorship can no longer be changed.

6.5 ISBNs and DOIs of Events and of their publications exist on the Platform only as Paid Services of Pembroke Collins. No user, whether an author, a Participant, or an Organizer, may add or display on the Platform, as the identifier of Event proceedings or of any publication of an Event, an ISBN, a DOI, or any other persistent identifier obtained elsewhere: the only way to obtain one is to purchase it on the Platform. This does not apply to the identifiers of other works cited in a publication, such as the DOIs in its references. We may remove any identifier displayed in breach of this rule.

6.6 Obtaining or registering, outside the Platform, an ISBN, a DOI, or any other persistent identifier for Event proceedings or for any publication of an Event, or displaying such an identifier on the Platform, is a material breach of these Terms. In that case, without prejudice to our other rights and remedies: (a) the user responsible shall pay Pembroke Collins, as liquidated damages and not as a penalty, US$1,000 (one thousand US dollars) for each Event concerned, plus US$200 (two hundred US dollars) for each identifier so obtained, registered, or displayed, amounts that the parties agree are a reasonable estimate of the harm to the integrity of the proceedings and to the registrations of Pembroke Collins, which is difficult to measure; when the user responsible is the Organizer, Pembroke Collins may deduct these amounts from the balance of the Event held on the Platform, including amounts pending payout, and charge any remainder directly to the Organizer; (b) we may suspend or cancel the Event on the Platform; and (c) we may retract the affected publications, which remain at their permanent addresses with a public notice of retraction.

6.7 The image and voice authorization you accept when making a submission allows, free of charge and on a non-exclusive basis, the display of the presentation of that submission at the Event with your image and voice.

6.8 We may remove, hide, or block, without notice, any Content that violates these Terms, the law, or the rights of third parties, or that we are ordered to remove.

7. Reporting an Event or Content

7.1 If you believe that an Event or any Content on the Platform involves plagiarism, infringes copyright or any other right, or is otherwise unlawful, report it by email to info@pembrokecollins.com. The "Report" link on the public pages of each Event explains how and prepares the message.

7.2 A report must identify the Event; when it concerns a work, its title and authors; what is wrong and where; the evidence, such as links, files, dates, and, in a case of plagiarism, the original text; and how to contact the person reporting.

7.3 Reports are analyzed by Pembroke Collins in the United States, where it has its principal place of business. We may ask the Organizer and the authors for their response and take any measure provided for in these Terms, including removing, hiding, or blocking Content and suspending the Event. Because publication in the proceedings is final, a publication that we find to involve plagiarism, to infringe a right, or to be unlawful is retracted: it remains at its permanent address with a public notice of retraction. A report does not, by itself, oblige us to take a measure or to disclose its outcome.

8. Review of submissions and artificial intelligence

8.1 Each Event determines how submissions are reviewed: by people only, by people assisted by artificial intelligence, or by artificial intelligence, with the result determined by the Event's rules. This choice belongs to the Organizer.

8.2 When artificial intelligence is used, it reads a version of the submission without author identification and completes the Event's review form, and any score results from the form's own calculation. Pembroke Collins does not warrant the accuracy, completeness, or suitability of any review, whether made by people or by artificial intelligence, and is not responsible for any result, which is a decision of the Event.

8.3 When the outcome of a submission is decided without a person reviewing it, the authors may request a review of that decision through the submission's page, within the period shown on the Platform (currently 5 days from the decision). The request is answered in writing by the Event's organization, within the period shown on the Platform (currently 10 days).

8.4 In Events that use blind review, reviewers' identities are kept confidential. Reviewers agree not to seek to identify the authors, not to use the reviewed submission for any other purpose, and to disclose any conflict of interest.

9. Certificates

9.1 Certificates are issued on behalf of the Organizer, based on the information the Organizer provides (attendance, presentation, and hours). Pembroke Collins does not verify that information.

9.2 Anyone may verify a certificate by its validation code at any time, including after the Event ends or after the recipient's account is closed. The verification displays the recipient's name, the Event, and the hours.

9.3 A certificate that is forged, altered, or obtained with false information may be revoked, and the case may be reported to the Organizer and to the authorities.

10. Prohibited conduct

10.1 You may not:

1. present the work of others as your own, plagiarize, or falsify authorship, data, or results;
2. use a false identity or the identity of another person;
3. forge certificates or use another person's validation code as your own;
4. disrupt, record without authorization, or intrude on the virtual rooms of Events;
5. use bots, scraping, automated or bulk registration, or any other means that overloads or circumvents the Platform;
6. attempt to access areas, data, or accounts without authorization, or test vulnerabilities without our written permission;
7. use the Platform to send communications unrelated to an Event, spam, or unlawful, offensive, or discriminatory content, or content that violates the rights of others; or
8. copy, resell, or commercially exploit the Platform or its content without our written permission.

10.2 Any violation allows Pembroke Collins, at its sole discretion and without notice, to remove Content, withdraw submissions, cancel registrations and certificates, suspend or delete the account, and inform the Organizer, with no right to any refund or compensation.

11. Sanctions, anti-money laundering, and anti-corruption

11.1 You represent and warrant that you are not, and are not owned or controlled by, a person or entity included in any sanctions list of the United States (including those of the Office of Foreign Assets Control of the U.S. Department of the Treasury), of the United Nations, of the European Union, of the United Kingdom, or of Brazil, and that you are not located in, or ordinarily resident in, a country or territory subject to comprehensive sanctions of the United States.

11.2 You may not use the Platform, directly or indirectly, to launder money, to finance terrorism, to evade sanctions, or to offer, promise, give, request, or receive any undue advantage, and you shall comply with the anti-money laundering and anti-corruption laws that apply to you, including the U.S. Foreign Corrupt Practices Act and Brazilian Laws No. 9,613 of 1998 and No. 12,846 of 2013.

11.3 Pembroke Collins and the Payment Partners may ask for information and documents to verify the identity of Users and the origin of the funds and, while the verification is pending or under suspicion of a breach of this section, may refuse or suspend accounts, Events, payments, and payouts, withhold the amounts involved, and inform the competent authorities when the law requires or allows it, without liability.

12. Intellectual property of the Platform

12.1 The software, the Academia Events brand, the Pembroke Collins name, the design of the screens, and the texts and templates of the Platform belong to Pembroke Collins or its licensors. You receive only a personal, limited, revocable, non-exclusive license to use the Platform in accordance with these Terms.

12.2 You may not copy, modify, decompile, reverse engineer, or create derivative works of the Platform.

12.3 Suggestions and comments you send us, including through the Feedback button, may be used freely by Pembroke Collins, without any obligation or payment to you.

13. Communications

13.1 We send the messages needed to provide the service (account confirmation, password, invitations, results, certificates, charges, and Event notices). These messages do not depend on your consent.

13.2 We may send you communications about events, products, and services of the Platform related to your use of it, based on our legitimate interest. You may opt out at any time through the unsubscribe link in each message.

13.3 Notices under these Terms may be given by email, through the Platform, or by posting them on the Platform.

14. Privacy and personal data

14.1 Personal data are handled as described in the Privacy Policy.

14.2 The Platform and its database run on servers located in the United States. By using the Platform, you acknowledge that your personal data will be processed in the United States, as described in the Privacy Policy, including the safeguards that apply to international transfers.

14.3 For Event data (registrations, submissions, reviews, and participant lists), the Organizer decides how the data are processed, and requests about those data should be addressed to the Organizer, at the privacy contact shown on the public pages of the Event. If no contact is shown, use the Feedback button, and we will forward your request to the Organizer.

15. Disclaimer of warranties

15.1 The Platform is provided "as is" and "as available". To the maximum extent permitted by applicable law, Pembroke Collins disclaims all warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement, and does not warrant that the Platform will be uninterrupted, error-free, or free of data loss.

15.2 You are responsible for keeping your own copies of your Content.

16. Limitation of liability

16.1 To the maximum extent permitted by applicable law, Pembroke Collins and its owners, directors, officers, employees, and partners shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, reputation, or academic or professional opportunity, even if advised of the possibility of such damages.

16.2 The total liability of Pembroke Collins for all claims arising out of or relating to these Terms or the Platform is limited to the greater of (a) the amounts Pembroke Collins received and retained from you as compensation for its services during the 12 months before the event giving rise to the claim, and (b) one hundred U.S. dollars (US$100).

16.3 Pembroke Collins is not liable for the acts, omissions, Content, or Events of Organizers and Participants, nor for third-party services, including Payment Partners, video services, virtual meeting rooms, and email and hosting providers.

17. Indemnification

17.1 You agree to defend, indemnify, and hold harmless Pembroke Collins and its owners, directors, officers, employees, and partners from and against any claim, lawsuit, loss, damage, fine, cost, or expense (including attorneys' fees) arising out of your Content, your use of the Platform, your breach of these Terms or of the law, or, if you are an Organizer, any Event under your responsibility.

18. Suspension and termination

18.1 You may close your account at any time by contacting us through the Feedback button.

18.2 We may suspend or terminate your account, or your access to any part of the Platform, at any time and for any reason, including breach of these Terms, with or without notice, and without liability.

18.3 After termination, the following remain in effect: publications in proceedings, with their authorship; certificates issued and their verification by code; records we must keep by law or need to establish or defend legal claims; and any provision of these Terms that by its nature should survive, including licenses, payment terms, disclaimers, limitation of liability, indemnification, governing law, and venue.

19. Changes to these Terms

19.1 We may change these Terms at any time, at our discretion. Each new version is posted on the Platform with its version number and the date it was last updated.

19.2 By accepting these Terms, you authorize us to update them at any time. Each update takes effect when it is posted on the Platform and does not require a new acceptance from you; your continued use of the Platform after the new version is posted constitutes your acceptance of it.

19.3 We keep a record of each version of these Terms and of the version each User accepted, and when, including at each submission and each attendee registration. For an Event, the version you accepted when you submitted or registered applies.

20. Governing law and venue

20.1 These Terms are governed by the laws of the State of Florida and the applicable federal laws of the United States, without regard to conflict-of-laws rules.

20.2 Any dispute arising out of or relating to these Terms or the Platform shall be brought exclusively in the state or federal courts located in Broward County, Florida, United States, and you consent to the personal jurisdiction of those courts.

20.3 To the maximum extent permitted by applicable law, disputes will be resolved on an individual basis, you waive any right to bring or participate in any class, collective, or representative action against Pembroke Collins, and each party waives its right to a trial by jury.

21. General provisions

21.1 Language. These Terms are provided in English, which is their only binding version. Any translation, including an automatic translation by a browser, is provided for convenience only and has no legal effect.

21.2 Severability. If any provision of these Terms is held invalid or unenforceable, it will be enforced to the maximum extent possible, and the remaining provisions will remain in full force and effect.

21.3 No waiver. Our failure to exercise any right under these Terms is not a waiver of that right.

21.4 Assignment. Pembroke Collins may assign or transfer these Terms, in whole or in part, including in connection with a reorganization, sale, or merger, without your consent. You may not assign your rights or obligations under these Terms.

21.5 Force majeure. Pembroke Collins is not liable for any failure caused by events beyond its reasonable control, including failures of providers, power, or internet, attacks, acts of authorities, epidemics, and disasters.

21.6 Relationship of the parties. Nothing in these Terms creates a partnership, agency, joint venture, employment, or fiduciary relationship between you and Pembroke Collins.

21.7 Entire agreement. These Terms, including the Organizer Terms and the Privacy Policy, are the entire agreement between you and Pembroke Collins regarding the Platform. Headings are for convenience only.

22. Contact

22.1 For questions about the Platform or these Terms, use the Feedback button, available on every page of the Platform.

22.2 Formal legal notices to Pembroke Collins must be sent by mail to 1191 E Newport Center Dr #103, Deerfield Beach, Florida 33442, United States.

1. Scope

1.1 These Organizer Terms supplement the Terms of Use and apply to anyone who creates, manages, or administers Events on the Platform. You cannot create an Event without accepting them.

1.2 If you accept these Organizer Terms on behalf of an organization, you represent that you have the authority to bind it, and the organization is responsible for the acts of the people it authorizes to act on its behalf on the Platform.

1.3 Organizing an Event on the Platform is a serious professional undertaking. By creating an Event, the Organizer acts in its own name and at its own risk, as the provider of the Event to Participants, and assumes all the obligations that arise from it, including those described in these Organizer Terms.

2. Contracting party

2.1 These Organizer Terms are an agreement exclusively between the Organizer and Pembroke Collins, a company of the United States of America. They create no legal relationship between the Organizer and any other company or person, in Brazil or anywhere else, including the providers of payment, banking, and other services used by Pembroke Collins.

3. Sole responsibility for the Event

3.1 The Organizer is solely responsible for the Event and everything arising from it, including:

1. the call for papers, rules, deadlines, fees, registration and refund conditions, and all information published about the Event;
2. holding the Event, its program, its rooms (in person or virtual), and any changes, postponements, or cancellations;
3. the review of submissions, the results, and the answers to review requests;
4. the accuracy of certificates, including recording absences and the attendance and hours information;
5. the authorizations of speakers, presenters, and other people for the use of their image and voice, and for recordings and broadcasts;
6. institutional approvals, registrations, and the legal, tax, and regulatory obligations of the Event, including issuing invoices for registrations when applicable; and
7. assisting Participants on any matter related to the Event.

3.2 The Organizer is solely responsible for the tax obligations on everything it receives through the Platform, including issuing invoices to Participants and paying any taxes, and for the legal obligations of the Event, including what it promises, the certificates it issues, cancellations, and refunds.

3.3 The call for papers generated by the Platform from the Organizer's choices is the Organizer's document, and the Organizer must review it before publishing.

4. Relationship with Participants

4.1 The Organizer is the one offering the Event to Participants. Pembroke Collins is only the technology vehicle for the Event and an intermediary for payments processed by regulated payment institutions, and is not the organizer, a co-organizer, or a party to the relationship between the Organizer and the Participants. The Event, its content, its fees, its refunds, and its cancellation are the Organizer's, and the Organizer answers fully for them before Participants, third parties, and authorities, including for moral and material damages, taxes, and its own acts in the criminal sphere. Pembroke Collins takes part in no conduct of the Event.

4.2 Complaints, refund requests, disputes, and lawsuits of Participants regarding the Event are the responsibility of the Organizer, who agrees to resolve them directly. If Pembroke Collins is sued or fined because of the Event, the Organizer reimburses everything it spends or pays, including judgments, settlements, costs, and attorneys' fees, within ten days of receiving the supporting documents; Pembroke Collins may deduct these amounts from the revenue of any Event of the Organizer; and this right survives the end of the Event and of these Terms.

4.3 Pembroke Collins is an internet application provider: it hosts content that Organizers and Participants publish, without producing or approving it beforehand, and it is not liable for that content except in the cases and under the conditions that the applicable law provides. It removes content pointed out as unlawful as the law requires.

5. Personal data of Participants and data processing agreement

5.1 For the personal data processed for the Event (registrations, submissions, reviews, attendance, the list of people, and the Event's communications), the Organizer is the controller, and Pembroke Collins is the processor. This section is the data processing agreement between them, under Article 28 of the GDPR and Article 39 of the LGPD.

1. Subject, duration, and purpose. Pembroke Collins processes these data to operate the features of the Platform used by the Event, while the Event exists on the Platform and, after that, for the retention periods of the Privacy Policy.
2. Data and data subjects. The data are those described in the Privacy Policy; the data subjects are participants, authors, reviewers, committee members, and the Event's staff.
3. Instructions. Pembroke Collins processes the data only on the Organizer's instructions, given through the features of the Platform and these Terms, unless the law requires otherwise, and informs the Organizer if it considers that an instruction infringes the law.
4. Confidentiality and security. Everyone with access to the data is bound by confidentiality, and Pembroke Collins applies the measures described in "Security" in the Privacy Policy.
5. Assistance. Pembroke Collins assists the Organizer, with the information available to it, in answering the requests of data subjects and in meeting its obligations on security, notification of personal data breaches, and impact assessments.
6. Personal data breaches. Pembroke Collins notifies the Organizer within 48 hours after becoming aware of a personal data breach affecting the Event's data, with the information available to it.
7. Subprocessors. The Organizer gives a general authorization for the subprocessors listed in "Who receives data" in the Privacy Policy. Pembroke Collins gives 30 days' notice of changes to that list, imposes on subprocessors obligations equivalent to those of this section, and remains responsible for them; an Organizer who disagrees may stop using the Platform.
8. End of processing. At the end, the Organizer may export the data through the Platform, and Pembroke Collins deletes what it does not need to keep by law or because of the permanent nature of published proceedings and of certificate verification.
9. Demonstrating compliance and audits. Pembroke Collins makes available the information needed to demonstrate compliance with this section. Audits take place first through documents and written answers; an inspection may take place only if those are not enough, at most once a year, with 30 days' notice, and at the Organizer's expense.
10. International transfers. For an Organizer in the European Economic Area, the United Kingdom, or Switzerland, the Standard Contractual Clauses of the European Commission (Implementing Decision (EU) 2021/914), Module Two, apply and are incorporated by reference, with the Organizer as data exporter and Pembroke Collins as data importer: Clause 7 does not apply; in Clause 9, option 2 (general written authorization) applies, with the 30 days' notice above; in Clause 11, the optional language does not apply; in Clauses 17 and 18, the law and the courts of Ireland apply; Annex I is the content of this section, and Annex II is the security measures of the Privacy Policy. For the United Kingdom, the International Data Transfer Addendum issued by the Information Commissioner applies; for Switzerland, the adaptations required by Swiss law apply. In case of conflict, the Clauses prevail.
11. Organizer's duties. The Organizer warrants that it has a legal basis for the data it places on the Platform; informs Participants about the processing, including review by artificial intelligence when it uses it; uses the Participants' data only for the Event; keeps secure any spreadsheet or data exported from the Platform, which become its sole responsibility once downloaded; sends Participants only communications about the Event; answers the requests of data subjects about the Event's data, with the assistance described above; and respects the confidentiality of blind review and the rules of the call for papers.

5.2 The Organizer provides, in the Event's settings on the Platform, a privacy contact for the Event: the email of its data protection officer (the "encarregado" under Brazil's LGPD, when the law requires one) or of another channel that answers data subjects on its behalf, which the Platform shows on the public pages of the Event. The Organizer keeps it up to date and answers the requests it receives. Requests about the Event's data that reach Pembroke Collins are forwarded to the Organizer.

5.3 Account data (name, email, password, country, and language) are processed by Pembroke Collins as controller, as described in the Privacy Policy.

6. Payments, fees, and payouts

6.1 Everything the Platform offers is paid. The only things free of charge are those expressly stated as free when the Event is created.

6.2 The compensation of Pembroke Collins is the one set out in the plan or commercial proposal accepted by the Organizer or, if there is none, the one published on the Platform. It includes: (a) the Platform fee, a commission of 10% (or the other percentage shown on the Platform for the Organizer's account) of each registration and submission paid through the Platform; (b) the prices of Paid Services; and (c) an activation fee for the receiving account, when one is shown on the Platform. This compensation pays for technology services that Pembroke Collins provides and that are consumed when each payment is confirmed (the registration is recorded, access is granted, certificates and publication become possible). It is therefore non-refundable under any circumstances, including when the Organizer refunds the Participant, when a payment is disputed or reversed, and when the Event is cancelled, postponed, or suspended. The fees of the Payment Partners are a cost of the Organizer and are not returned either.

6.3 Paid Services, such as the formatting of works, plagiarism checking, DOI registration, ISBN assignment, and the extension of the Virtual Campus, are provided and charged by Pembroke Collins, including when they are purchased by authors, Participants, or other Users of an Event. The amounts paid for them belong entirely to Pembroke Collins and are not part of the revenue of the Event or of the payouts to the Organizer, and the Organizer is not entitled to any share, commission, or compensation on them, even when they are purchased because of the Event or by its Participants.

6.4 Each Event is created in a single currency, real (R$) or US dollar (US$) or, where the Platform offers them, another currency shown when the Event is created, chosen by the Organizer and not changed afterwards, and all charges of the Event are made in it. An Event in real is charged through the Brazilian Payment Partner, with the Organizer's CPF or CNPJ on the receiving account. An Event in dollars or in another currency is charged through the American Payment Partner, in the Organizer's own account with it, when that option is available on the Platform. An Event seated in Brazil is always in real.

6.5 The Platform fee and the Organizer's share are calculated on the amount of each payment net of the fees charged by the Payment Partners. For example, if a payment of R$ 100.00 is subject to R$ 1.00 in fees charged by the Payment Partners, the Platform fee and the Organizer's share are calculated on R$ 99.00.

6.6 To receive payments through the Platform, the Organizer must open a receiving account with a Payment Partner, in the name of the person or legal entity responsible for the Event, and complete the Payment Partner's review, including sending documents and bank details. The Payment Partner may approve, reject, or suspend the account at its own discretion, and Pembroke Collins is not responsible for its decision. The Payment Partners are used by Pembroke Collins solely to receive and transfer payments, and are not parties to these Terms.

6.7 One taxpayer number, one Organizer. A Brazilian taxpayer number (CPF or CNPJ) may be linked to the receiving account of only one Organizer. The Organizer is solely responsible for the taxpayer numbers and other information it provides, including the taxpayer number of a third party and any false information, and the account may be suspended and its amounts withheld.

6.8 In an organization account, a single person designated on the Platform (the finance role) opens the receiving account and requests payouts, and the other administrators do not. In a personal account, the account holder always holds that role. The finance role is transferred only by a nomination accepted by the nominated person, and the Organizer is responsible for the acts of whoever holds it.

6.9 The Organizer's share of each payment is credited to its receiving account. The revenue of an Event may be withdrawn only 30 days after the end of the Event, in any currency and through any Payment Partner, or later when so shown on the Platform. This is a contractual obligation of the Organizer, and not only a technical rule: if a Payment Partner releases the money earlier, the Organizer must keep enough balance to cover the Event's refunds and chargebacks until 30 days after the end of the Event, and answers for any shortfall.

6.10 Payouts are made at the request of the person holding the finance role, exclusively by Pix to the key registered to the taxpayer number of the receiving account itself, and to no other account.

6.11 The Organizer is responsible for keeping that Pix key registered with its bank.

6.12 For security, payout requests may be held, for example for 24 hours after a sign-in from a new device, and Pembroke Collins may refuse or delay any payout under suspicion of fraud or error, without liability.

6.13 Pembroke Collins may withhold, set off, or deduct from any amount owed to the Organizer: reversals, chargebacks, refunds granted, fees of the Payment Partners, its own compensation, and any amount under suspicion of fraud, until the matter is resolved. The accounts that the Organizer opens with the Payment Partners are governed by the Payment Partners' own terms, and Pembroke Collins is not a party to them.

6.14 Losses caused by reversals, chargebacks, or fraud in payments for the Event are borne by the Organizer.

6.15 Refunds, chargebacks, and cancellation are the Organizer's decision and responsibility. A refund returns to the Participant the amount paid, but retains the fees of the Payment Partners and the commission of Pembroke Collins (10% plus fees), which remain due. Whatever Pembroke Collins pays beyond the revenue of the Event, because of a refund, a chargeback, or a payment registered as received outside the Platform, becomes a debt of the Event, deducted from its revenue (and from the revenue of any other Event of the Organizer) and payable at any time on the Platform. While a debt is open, the Platform does not publish the proceedings or issue certificates of the Event. If an Event is cancelled or does not take place, the Organizer refunds the Participants within 30 days; if it does not, Pembroke Collins may refund them out of the retained balance and charge the rest to the Organizer. Postponing or changing the format of an Event does not by itself give a right to a refund, except where mandatory law does.

6.16 The Organizer honors the right of withdrawal of consumers in Brazil described in the Terms of Use: a Participant who withdraws within 7 (seven) days of the payment receives back the full amount paid, and the fees of the Payment Partners and the commission of Pembroke Collins are borne by the Organizer, as in any other refund. When a refund or a withdrawal is requested, or a chargeback is filed, before the Event, the registration is cancelled with the effects described in the Terms of Use; when those effects include the retraction of a publication, the Organizer retracts it through the Platform, and Pembroke Collins may do so if the Organizer does not.

6.17 The Organizer declares that the amounts it receives through the Platform come from the Event and from lawful activities, and agrees to provide the information and documents that Pembroke Collins or the Payment Partners request to verify its identity, its representatives, and the origin and destination of the funds. Pembroke Collins may suspend the payments and payouts of the Organizer's Events and withhold their balance while a verification is pending or under suspicion of money laundering, terrorist financing, sanctions violation, corruption, or fraud, without liability.

6.18 Events of personal accounts can charge Participants through the Platform only after the receiving account is approved.

7. Receiving payments on your own account with the American Payment Partner

7.1 Where the Platform offers it, an Organizer in a country shown on the Platform, other than Brazil, receives the payments of its Events directly on its own account with the American Payment Partner, and not through a receiving account opened with the Brazilian Payment Partner. This section applies to every payment received that way and, to that extent, prevails over the rest of this Part II.

7.2 The account is the Organizer's own. The Organizer opens it on the hosted page of the American Payment Partner, accepts that company's terms directly with it, and is solely responsible for the information, documents, and bank account it gives that company and for keeping the account in good standing. Identity documents and bank details are given to the American Payment Partner, and not to Pembroke Collins. The American Payment Partner may approve, restrict, or close the account at its own discretion; Pembroke Collins is not responsible for its decision and is not a party to the agreement between the Organizer and the American Payment Partner. Each payment is made directly to that account, and Pembroke Collins does not hold the Organizer's money.

7.3 The commission of Pembroke Collins (currently 10%, or the other percentage shown on the Platform for the Organizer's account) is collected automatically by the American Payment Partner, as an application fee, at the moment each payment is made. Notwithstanding anything to the contrary in this Part II, it is calculated on the gross amount paid by the Participant, before any fee of the American Payment Partner, and not on the amount net of fees. The fees of the American Payment Partner (for processing, currency conversion, disputes, and any other service) are charged to the Organizer's account and are a cost of the Organizer. The commission is consumed when the payment is confirmed, and it is not returned when the Organizer refunds the Participant, when a payment is disputed, reversed, or lost, or when the Event is cancelled, postponed, or suspended.

7.4 Refunds, disputes (chargebacks), the fees of the American Payment Partner, taxes, and any negative balance of the Organizer's account are the sole responsibility of the Organizer and are borne by that account. A refund made from the account returns the amount to the Participant; the commission of Pembroke Collins is not returned. Pembroke Collins is not liable for any amount that the American Payment Partner debits, holds, or withholds from the Organizer's account.

7.5 Where this section applies, the Event may also be created in any other currency that the Platform offers when the Event is created, and all its charges are made in that currency. If the currency of the Event differs from the currency of the Organizer's account, the American Payment Partner converts the payment and charges its conversion fee to that account. Pembroke Collins does not control the exchange rates or the conversion fees applied by the American Payment Partner or by the Participant's bank.

7.6 The rule of this Part II on withdrawals applies to the Organizer's account as a contractual obligation. The Organizer shall not withdraw from that account the revenue of an Event earlier than 30 days after the end of the Event, shall configure the payout schedule of the account accordingly, and shall keep in the account, until then, a balance sufficient to cover the refunds and chargebacks of the Event. Pembroke Collins does not control the Organizer's account and cannot technically prevent a withdrawal. A breach of this obligation is a material breach of these Terms, and entitles Pembroke Collins to suspend the Organizer's Events and the creation of new Events, to stop accepting new payments for them, and to recover from the Organizer every loss, cost, and amount it incurs because of the breach.

7.7 The Platform accepts new payments for an Event on the Organizer's account only while the American Payment Partner approves that account to receive card payments. If the American Payment Partner restricts the account, new payments for the Event are not accepted until the restriction is lifted, and the Organizer remains responsible for its obligations to Participants. Pembroke Collins may also stop offering this option to an Organizer at any time, including under suspicion of fraud, without affecting payments already made.

8. Paid publishing services: ISBN and DOI

8.1 ISBNs and DOIs are available on the Platform only as Paid Services of Pembroke Collins. The Organizer may not add, display, or register on the Platform any ISBN, DOI, or other persistent identifier obtained elsewhere, for the proceedings or for any publication of the Event.

8.2 An ISBN is assigned to the proceedings of an Event as a work (one per format), and not to individual publications. Publications are chapters of the proceedings and carry the proceedings' ISBN in their citation.

8.3 For proceedings with an ISBN, Pembroke Collins is the publisher of the work and the Organizer is its editor. The ISBN belongs to the registration of Pembroke Collins, is not transferable, and may not be used in any other publication.

8.4 A DOI, for the proceedings or for each publication, is registered by Pembroke Collins through the repository it chooses (currently Zenodo, operated by CERN), and resolves to the record of the work in that repository, which links to its permanent page on the Platform. The record includes the metadata of the publication and a copy of the published file, under the license of the proceedings, and, once registered, it cannot be withdrawn. When purchasing, the Organizer chooses whether to pay for the DOIs of all publications or to let the authors of each publication pay for their own.

8.5 Proceedings with an ISBN are a closed work: they close on the date set by the Platform, and anything added afterwards may require a new volume, with a new ISBN.

8.6 An ISBN is rendered when it is assigned, and a DOI when it is registered, and neither is refundable.

8.7 The Organizer authorizes Pembroke Collins to publish the proceedings and to register the metadata of the Event and its publications with identification and indexing services.

9. Virtual Campus

9.1 The Virtual Campus gathers the videos, posters, rooms, and recordings of the Event for its registered Participants. It remains available for the standard period shown on the Platform, and extending it, for a longer period or permanently, is a Paid Service.

9.2 The title, authorship, and abstract of publications remain open to the public in the proceedings, regardless of the Virtual Campus.

10. Content published by the Organizer

10.1 The Organizer represents that it holds all rights and permissions for the content it publishes on the Platform, including the name, brand, texts, images, and materials of the Event, and is solely responsible for that content. The licenses the Organizer grants to Pembroke Collins under these Terms are non-exclusive and do not transfer ownership of any content.

11. Brand and promotion

11.1 The Organizer grants Pembroke Collins a royalty-free, non-exclusive license to display the name, brand, and content of the Event on the Platform, in the proceedings archive, and in search engines.

11.2 Pembroke Collins may name the Event and the organization, and display their brands, as users of the Platform in its promotional materials.

12. The Event address

12.1 The address of an Event on the Platform (for example, academiaevents.com/cmci-2026) is part of the Platform and serves to identify the Event on it. The Organizer may choose or suggest it, but acquires no ownership, exclusivity, or other right over it, whether by use, by the passage of time, or by promoting it.

12.2 Pembroke Collins may, at any time and at its discretion, change, discontinue, or reassign the address of any Event, including by assigning it to another Event, without the Organizer being entitled to any compensation, refund, or indemnity of any kind.

13. Deactivating and deleting Events

13.1 A draft Event may be deleted by the Organizer. A published Event may only be deactivated: its published proceedings and issued certificates remain valid and accessible.

14. Suspension of Events

14.1 Pembroke Collins may suspend or take down, without notice and without liability, any Event that violates these Terms, the law, or the rights of third parties, that shows signs of fraud, or that is subject to an order of an authority.

15. Term

15.1 These Organizer Terms remain in effect while any Event under the Organizer's responsibility exists on the Platform. The licenses over published Content, withholdings and set-offs, liabilities, and indemnities survive the end of the relationship.