AirTime Terms and Conditions
AirTime 2026 – Terms and Conditions
Definitions
“Attendee” registered delegate.
“Event” means the AirTime 2026.
“Late cancellation” means cancellation two weeks ahead of the Event or failure to attend the Event.
“Non-attendance” means not attending the Event without notifying the Registration Manager in writing or via email.
“Organizer” means EventsAir.
2. Event registration
2.1. Registration for the Event is subject to these terms and conditions.
2.2. Participants must complete the registration process accurately and provide all required information. Inaccurate or incomplete registrations may be rejected.
3. Registration payment terms
3.1. A tax invoice (if applicable) will be emailed to attendees following confirmation of registration.
3.2. Payment of the Event registration is due in full at the time of registration or as otherwise indicated on the tax invoice.
3.3. All fees are payable prior to commencement of the Event to guarantee admission. Failure to make the payment may result in the cancellation of the registration.
3.4. Registration is considered confirmed only upon receipt of the registration fees and any required documentation.
4. Registration cancellation
4.1. The Organizer has implemented a cancellation policy to limit the inconvenience caused by delegates’ non-attendance, cancellation, or early departure, without reasonable notice, while recognising that delegates may be unable to cancel within a reasonable time due to circumstances beyond their control.
4.2. Attendees who need to cancel their attendance at the Event are to notify the Organizer in writing as soon as possible.
4.3. The following cancellation fees may be applied:
- Cancellation in writing 14 days prior to the event – Full refund of registration fees
- Cancellation within 14 days of the event – Registration fees are non-refundable.
4.4. Upon cancellation, the Organizer may reallocate the attendee’s place.
5. Fee for late cancellation or non-attendance
5.1. The full registration cost will apply as the fee for late cancellation within 14 days of the event or non-attendance.
5.2. The registration fee will be forfeited in the event of non-attendance.
5.3 Should the Organizer cancel the event for any reason the Organizer will provide a full refund
6. Attendee Name Change
6.1. Attendee registration name change is permitted up to seven days prior to the event.
7.Entry to the Event
7.1. Attendees are required to check in and collect an attendee lanyard prior to attending their first session.
8. Photography and filming permission
8.1. By attending the Event, attendees acknowledge that photography, audio recording, and video recording may occur
Attendees grant the Organizer and their Sponsors/Partners a non-exclusive, royalty-free right to use and reproduce photographs, video footage, audio recordings, and likenesses captured during the Event for promotional, marketing, archival, and reporting purposes in any media worldwide.
9. Liability
9.1. The event Organizer is not liable for any loss, injury, or damage sustained by participants during the event, unless caused by gross negligence or wilful misconduct on the part of the Organizer.
10. Code of Conduct
10.1. Participants are expected to treat others with respect and behave in a manner that promotes a safe and inclusive environment. Any violation of this conduct may result in immediate disqualification or removal from the event.
11. Changes to the Event
11.1. If the Organizer cancels the Event for reasons other than force majeure, attendees will be entitled to either
(a) a full refund of registration fees paid; or
(b) a credit toward a rescheduled Event, at the attendee’s election.
The Organizer will not be liable for any additional costs incurred by attendees, including travel or accommodation expenses.
Data Protection and GDPR Compliance
12.1. Definitions
For the purposes of this section:
“Personal Data” means any information relating to an identified or identifiable natural person.
“Processing” means any operation performed on Personal Data, such as collection, storage, use, disclosure, or deletion.
“Data Controller” means the entity determining the purposes and means of Processing Personal Data.
“Data Processor” means any entity that Processes Personal Data on behalf of the Data Controller.
“Consent” means a freely given, specific, informed and unambiguous indication of a data subject’s wishes signified by a statement or clear affirmative action.
12.2 Data Protection Principles
We are committed to complying with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the UK GDPR, and all applicable data protection laws. In particular:
- We will only collect, use, store, and disclose Personal Data for specified, explicit, and legitimate purposes
- We will ensure that Processing is lawful, fair, and transparent, and will not use Personal Data in a manner incompatible with its original purpose.
- Personal Data will only be retained for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting obligations.
- We will implement appropriate technical and organisational measures to protect Personal Data against unauthorised or unlawful Processing, and against accidental loss, destruction, or damage.
12.3 Categories of Personal Data
The types of Personal Data we may collect include, but are not limited to:
- Name, email address, telephone number, and other contact details
- Payment or billing information
- Registration and participation data for events
- Demographic and professional details
- Any additional information you voluntarily provide
12.4 Lawful Basis for Processing
We will only Process Personal Data where we have a lawful basis, such as:
- Your explicit consent
- Performance of a contract to which you are a party
- Compliance with a legal obligation
- Our legitimate interests, provided they are not overridden by your rights and freedoms
Where Processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior Processing.
12.5 Rights of Data Subjects
Under GDPR and other applicable laws, you have the following rights:
- Right of access – to request copies of your Personal Data
- Right to rectification – to request correction of inaccurate or incomplete data
- Right to erasure (“right to be forgotten”) – to request deletion of your data in certain circumstances
- Right to restriction – to request we limit how we use your data
- Right to data portability – to receive your data in a machine-readable format
- Right to object – to object to Processing, including for marketing purposes
- Right to lodge a complaint with a supervisory authority if you believe your rights are infringed
12.6 Third-Party Processors
Where we engage third parties (e.g. payment processors, IT service providers, event technology platforms) to Process Personal Data, such parties will act only on our instructions and are contractually bound to implement appropriate technical and organisational safeguards.
12.7 International Transfers
Your Personal Data may be transferred and stored outside your country of residence. Where this occurs, we will ensure such transfers are subject to appropriate safeguards (such as Standard Contractual Clauses or equivalent measures) to protect your rights.
12.8 Data Breach Notification
In the event of a personal data breach, we will notify the relevant supervisory authority without undue delay. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify you promptly, unless legally exempted.
12.9 Contact Information
If you have questions, requests, or complaints about the Processing of your Personal Data, please contact us at:
- Privacy Officer: Auret Van Zyl
- Email: a.vanzyl@eventsair.com
- Address: 60 Brandl Street, Eight Mile Plains, Brisbane, QLD 4113
12.10 Updates to this Section
We may update this Data Protection section from time to time to reflect changes in law, regulation, or business practices. Material changes will be communicated as required by law.
12.11 Further Information
For more detailed information about how we collect, use, and protect your Personal Data, please refer to our Privacy Policy.
13. Privacy
13.1 We may contact attendees regarding future Events, product updates, or related services where permitted by applicable law. Attendees may opt out of marketing communications at any time.
13.2 Your first name, last name, organisation, profile photo (if uploaded), and networking details will be visible to other attendees within the Event app by default. Prior to the Event, attendees will receive login details enabling them to manage their profile visibility, privacy settings, and sharing preferences within the app.
14. Health & Safety / Right to Remove Attendees
14.1 The Organizer reserves the right to refuse admission to, or remove from, the Event any attendee whose behaviour is deemed disruptive, unsafe, discriminatory, abusive, intoxicated, or otherwise inappropriate, without refund.
15. GDPR
15.1 EventsAir (Centium Software Pty Ltd) is the Data Controller for Personal Data collected in connection with the Event.
Where required, international data transfers will be safeguarded through approved transfer mechanisms, including Standard Contractual Clauses (SCCs), the UK International Data Transfer Addendum, or other legally recognised safeguards.
16. Intellectual Property and Recording Restrictions
16.1 All Event materials, presentations, recordings, trademarks, branding, and content remain the intellectual property of the Organizer or respective presenters. Attendees may not reproduce, distribute, record, or commercially exploit Event content without prior written permission.
Attendees must not record sessions, presentations, or discussions without prior written consent from the Organizer.