Terms of Use and Registration Conditions

1. Introduction and Acceptance

These Terms of Use and Registration Conditions govern access to and use of the International Newborn Brain Conference – INBBC website, as well as registration, payment, and participation in conferences, workshops, scientific, educational, social, and other activities related to the event.

The INBBC is organized by the Newborn Brain Society – NBS and the Protegendo Cérebros Salvando Futuros Institute, hereinafter jointly referred to as the “Organizers.”

The entity indicated on the registration confirmation, receipt, or fiscal document will be the contractual party responsible for the respective financial transaction.

By accessing the website, creating an account, completing a registration, or selecting the option “I have read and accept the Terms of Use,” the user declares that they:

• have read and understood these Terms;
• agree to comply with their provisions;
• have provided truthful and updated information; and
• have the legal capacity to complete the registration or are duly authorized to act on behalf of the person or institution indicated.

If the user does not agree with these Terms, they must not complete their registration.

2. About the INBBC

The International Newborn Brain Conference is a scientific and educational event primarily intended for physicians, researchers, healthcare professionals, students, organizational representatives, families, partners, and others interested in neonatal brain health and development.

Information regarding dates, schedules, format, location, program, speakers, workshops, activities, fees, and registration categories will be published on the official event website.

The event may be held in person, virtually, or in a hybrid format, as indicated at the time of registration.

3. Registration and Enrollment

To complete a registration, participants must provide the information requested in the form, which may include:

• full name;
• email address;
• phone number;
• country and city of residence;
• institution and professional role or position;
• professional category;
• billing information;
• registration type and category;
• membership number or equivalent information, when applicable;
• accessibility, dietary, or participation preferences;
• information required for issuing certificates or educational credits.

Participants are responsible for the accuracy of the information provided.

The Organizers may request documents proving eligibility for special categories, including student registration, trainee status, eligible country professional, partner organization member, or discount beneficiary.

If documentation is not provided or does not meet the published criteria, the participant must pay the difference for the correct category. If not regularized, the registration may be canceled.

Each registration is personal and individual. Sharing credentials, access links, codes, badges, or certificates is prohibited.

4. Account and Security

When an account is created on the website, the participant is responsible for:

• keeping their password and credentials secure;
• not sharing access data or granting access to third parties using exclusive credentials;
• immediately reporting any unauthorized access;
• keeping their registration data updated.

The Organizers are not responsible for unauthorized access resulting from voluntary credential sharing or lack of user care, without prejudice to applicable legal responsibilities.

5. Fees, Payments, and Confirmation

Registration fees will be those displayed on the website at the time of purchase, with any of the Organizers listed as the issuer of the fiscal document.

Depending on the category, fees may be displayed in Brazilian reais, U.S. dollars, or another currency indicated on the platform.

Taxes, fees, bank charges, currency conversion, or tariffs charged by banks, card operators, or payment processors may apply and will be displayed whenever under the Organizers' control.

Registration is only considered confirmed after:

• the form is fully completed;
• these Terms are accepted;
• payment is approved; and
• when applicable, documentation required for the selected category is validated.

Adding an activity to the cart or initiating payment does not guarantee a reserved spot.

Registrations, workshops, and activities with limited capacity are subject to availability.

6. Payments Made by Third Parties

An institution, hospital, university, company, or third party may pay for a participant's registration.

In such cases, the person completing the purchase declares they are authorized to provide the participant's data and must ensure the participant has access to these Terms and the Privacy Policy.

Unless required by law or formally agreed, the certificate and participation rights belong to the participant indicated in the registration, not the paying institution.

7. Discounts and Promotional Codes

Discounts, promotional codes, and special conditions:

• are personal and non-transferable, unless otherwise indicated;
• are not cumulative unless expressly authorized;
• must be used before payment is completed;
• may be subject to deadlines, availability, or eligibility verification;
• cannot be applied retroactively after purchase completion.

Improper use of discounts may result in charging the difference or canceling the registration.

8. Badge, Credentials, and Access

To enter the in-person event, participants may be required to present official identification and proof of registration.

Badges are personal and must be worn during the event. Sharing, lending, reproducing, or altering badges or credentials is prohibited.

For virtual activities, access links and codes are individual. Sharing them, reproducing transmissions, or allowing simultaneous access by non-registered individuals is prohibited.

9. Conduct During the Event

All participants must maintain professional, respectful, inclusive conduct aligned with the scientific and educational goals of the INBBC.

The following will not be tolerated:

• harassment, discrimination, or intimidation;
• offensive, threatening, or abusive behavior;
• intentional disruption of lectures or activities;
• misuse of other participants' personal information;
• unauthorized recording;
• distribution of commercial materials outside authorized areas;
• violation of venue or platform safety rules;
• disclosure of clinical information or data that may identify patients;
• any illegal conduct or behavior that endangers others.

The Organizers may warn, remove, or block access for participants who violate these rules. In severe cases, registration may be canceled without refund, in accordance with applicable law.

10. Confidentiality and Patient Information Protection

The INBBC is a scientific and educational environment.

Participants, speakers, and authors must not present or share information that may identify patients, families, professionals, or institutions without proper authorization or legal basis.

Clinical cases, images, exams, videos, and other patient-related information must be properly anonymized and used in accordance with ethical, institutional, and legal standards.

Participants are responsible for the content they present or share.

11. Educational Content and Absence of Medical Advice

Lectures, discussions, materials, workshops, and other INBBC content are exclusively scientific and educational.

Event content:

• does not replace individual clinical evaluation;
• does not constitute personalized medical advice;
• does not create a doctor–patient relationship;
• does not replace institutional protocols, professional standards, or clinical judgment;
• may include individual opinions of speakers, which do not necessarily represent the Organizers' positions.

Clinical decisions must be made by qualified professionals, considering the specific case and applicable standards.

12. Program and Speakers

The program may be modified for scientific, operational, logistical, health-related, or force majeure reasons.

The Organizers may change, without prior participant approval:

• speakers;
• moderators;
• schedules;
• rooms;
• topics;
• presentation format;
• activity order;
• transmission platform;
• social or complementary activities.

Program changes that do not represent full event cancellation do not automatically entitle participants to refunds or create expectations of rights.

Materials made available will remain accessible for up to three (3) months after the event date.

13. Intellectual Property

Names, trademarks, logos, visual identity, materials, presentations, recordings, photographs, videos, texts, and other content related to the INBBC are protected by intellectual property laws.

Unless expressly authorized, it is prohibited to:

• fully reproduce lectures or materials, even for academic purposes;
• record, transmit, or retransmit activities;
• make content available on public or private platforms;
• use materials for commercial purposes;
• remove credits, trademarks, or copyright notices;
• use the INBBC name or visual identity in a way that suggests unauthorized partnership, support, or endorsement.

Use of short excerpts for academic purposes may be permitted when done in accordance with the law, with proper source citation and respect for authors' rights.

Any violations of intellectual property or copyright rights will be borne exclusively by the infringers.

14. Photography, Filming, and Event Recording

The INBBC may be photographed, filmed, or recorded for documentation, broadcasting, institutional archiving, scientific dissemination, and event communication.

General environment images may incidentally capture participants. By adhering to these Terms, participants authorize such use.

Interviews, testimonials, individualized portraits, or prominent use of a participant's image for promotional purposes require specific authorization when applicable.

Participants who do not wish to appear in identifiable recordings must notify the organization in advance or contact the registration team for guidance on available procedures.

Authorization for promotional use of image and voice must be provided separately and is not mandatory for registration, except when recording is essential for the specific activity chosen by the participant.

15. Sponsors and Exhibitors

The INBBC may include sponsors, supporters, exhibitors, and partners. Sponsorship does not necessarily imply recommendation or endorsement of products or services offered by any Organizer.

Participants' personal data will not be provided to sponsors for marketing purposes without specific authorization or another applicable legal basis.

Participants may voluntarily provide their data directly to an exhibitor, for example, when visiting a booth, using a badge reader, or completing a form. In such cases, subsequent data processing is the exhibitor's responsibility.

16. Third-Party Links and Services

The website may contain links or integrations with payment, hosting, transportation, broadcasting, social media, and other third-party services.

The Organizers do not control the practices of these third parties. Users must consult the applicable terms and privacy policies of each service.

17. Cancellations and Refunds

Cancellations, substitutions, changes in modality, and refunds follow the INBBC Cancellation and Refund Policy, which forms an integral part of these Terms.

Nothing in these Terms limits mandatory rights guaranteed by applicable law.

18. Event Cancellation, Postponement, or Modification

If the event is fully canceled by the Organizers, fees paid directly for registration and canceled additional activities will be refunded, in accordance with the Cancellation Policy.

In case of postponement, significant date changes, or full conversion of an in-person event to virtual format, the Organizers will inform participants of available options, which may include:

• automatic transfer of registration to the new date or format;
• credit for another event;
• refund request within the communicated deadline.

Unless required by law, the Organizers are not responsible for indirect expenses or separately contracted costs, including travel, lodging, visas, insurance, meals, transportation, or loss of income due to changes or cancellations resulting from natural events or force majeure.

Participants are advised to purchase flexible fares and appropriate travel insurance.

19. Force Majeure

The Organizers will not be considered in default when fulfilling their obligations is prevented or significantly affected by circumstances beyond their reasonable control, including:

• natural disasters;
• epidemics or health emergencies;
• government restrictions;
• conflicts, terrorism, or severe instability;
• general strikes;
• major transportation disruptions;
• widespread infrastructure failures;
• critical venue or platform unavailability;
• orders from competent authorities.

In such situations, the Organizers will seek reasonable solutions to preserve the event and reduce participant impact, respecting applicable legal rights.

20. Limitation of Liability

To the extent permitted by law, the Organizers are not responsible for:

• loss or theft of personal belongings, with cloakroom services available;
• failures caused by participant devices or internet connection;
• unavailability of third-party services not covered by fees charged by the Organizers, even if within the event structure;
• incorrect information provided by participants;
• travel or lodging reservations made directly with third parties;
• clinical, professional, or commercial decisions made based on event educational content.

Nothing in these Terms excludes or limits liability that cannot legally be excluded, including liability arising from fraud, gross negligence, or violation of mandatory consumer rights.

21. Personal Data Protection

Processing of personal data related to the website and registration will be carried out in accordance with the INBBC Privacy Policy, which forms part of these Terms.

22. Changes to These Terms

These Terms may be updated to reflect legal, regulatory, operational, or event-related changes.

The current version will be available on the website with the corresponding update date.

Relevant changes affecting completed registrations will be communicated through reasonable means when necessary.

23. Applicable Law and Dispute Resolution

These Terms will be interpreted in accordance with Brazilian law, without prejudice to mandatory consumer protection or data protection rules from other jurisdictions when applicable.

Disputes should preferably be resolved amicably through support channels.

If a consensual solution is not possible, the competent forum will be that defined by applicable law, respecting the consumer's right to use their domicile's forum when provided by law.

24. Contact

Questions related to registrations, payments, or these Terms may be directed to:

International Newborn Brain Conference – INBBC — General email: info@inbbc.org