General Terms and Conditions (GTC) for registration and participation in the Event “transformativ – Sharing Perspectives on Artificial Intelligence”

(04.12.-06.12.2025)

1. Scope of Application and Definitions

1.1 The following General Terms and Conditions (GTC) for registration and participation in the Event “transformativ – Sharing Perspectives on Artificial Intelligence” (hereinafter referred to as “Event”) apply between the participant of the Event and experimenta gGmbH, Experimenta-Platz, 74072 Heilbronn (hereinafter referred to as “experimenta gGmbH”).

1.2 A participant within the meaning of these GTC is the person who registers for the Event.

1.3 A consumer is any natural person who enters into a legal transaction for purposes that can predominantly be attributed neither to his or her commercial nor to his or her independent professional activity.

1.4 Conflicting terms and conditions. The following GTC apply exclusively. Terms and conditions of the participant or third parties do not apply, including in the case experimenta gGmbH does not separately object to their validity in individual cases.

1.5 These GTC fully reflect all agreements between the contracting parties on the subject matter of the contract. Verbal promises made by experimenta gGmbH prior to the conclusion of this contract are not legally binding.

2. Subject Matter of the Contract

2.1 The subject matter of the contract is the registration for and participation in the Event “transformativ – Sharing Perspectives on Artificial Intelligence”. The Event is being organised jointly and in partnership by RHET AI, the Centre for Rhetorical Science Communication Research on Artificial Intelligence at the University of Tübingen, and experimenta gGmbH and will take place from 4 to 6 December 2025 in Heilbronn.

2.2 The description of the Event and the programme are available at www.transformativ.science in the current version. experimenta gGmbH reserves the right to make necessary changes to the content, methodology and organisation at any time, provided that these do not significantly alter the overall character and scope of the Event. No participant’s rights can arise therefrom, e.g. termination of the contract or reduction of the participation fee. Similarly, there shall be no right to the realisation of the Event with a specific speaker.

3. Registration and Conclusion of Contract, Entry

3.1 The description of the Event and the information on the website www.transformativ.science do not constitute offers to conclude a contract, but are – as regards their content – non-binding invitations to submit an offer (so-called invitatii ad offerendum). The contract is entered into after experimenta gGmbH accepts the participant’s offer.

3.2 Registration for the Event takes place exclusively via a registration form, which can be found on the website www.transformativ.science and shall be filled out completely and truthfully.

3.3 Registration takes place by completing the registration form and submitting the registration by clicking on the “Register now” button. By clicking on the checkbox “I have read and accept the General Terms and Conditions” you confirm the validity of our GTC.

3.4 experimenta gGmbH will confirm receipt of your registration by e-mail. Such an e-mail shall not constitute a binding acceptance of your registration unless, in addition to confirming receipt, it also declares acceptance.

3.5 As the number of participants is limited due to organisational reasons, a contract is therefore concluded when experimenta gGmbH confirms your registration by means of a declaration of acceptance or by sending you the invoice.

3.6 Registration is personal and cannot be transferred.

3.7 The text of the contract is provided in German and English; however, the German version shall prevail.

3.8 To process the registration, experimenta gGmbH has commissioned eveeno to provide online event management services and an event tool for the technical registration options. The terms of use of eveeno can be accessed via the following link: https://eveeno.com/de/terms

3.9 If the participant is travelling from abroad, it is his/her sole responsibility to obtain and fulfil any necessary entry formalities (e.g. visas).

4. Participation Fee and Terms of Payment

4.1 The participation fee can be found in the Event description on the website www.transformativ.science and on the registration form.

4.2 The participation fee shall be paid within 14 days of receipt of the invoice. Any transfer costs and/or bank charges incurred are to be borne by the participant.

4.3 In the event of late payment, experimenta gGmbH reserves the right to exclude participants from the Event.

5. Revocation Instruction: No Right of Withdrawal

As the Event is an event with a fixed date, there is no right of withdrawal in accordance with Section 312g (2), No. 9 German Civil Code (BGB).

6. Cancellation

6.1 Cancellation of registration or participation shall be communicated to experimenta gGmbH in writing (by e-mail) to info@transformativ.science. The relevant date for your cancellation is the date of receipt of the declaration by experimenta gGmbH (info@transformativ.science). The following cancellation conditions apply:

• Cancellation until 31 October 2025: Any participation fee already paid will be refunded in full.
• Cancellation between 1 November and 27 November 2025: 50% of the participation fee will be refunded.
• Cancellation after 28 November 2025: No refund of the participation fee.

6.2 In the event of non-attendance without written cancellation within the above-mentioned deadlines, no refund of the participation fee will be granted and the full amount remains due.

6.3 Cases of force majeure are excluded from this regulation (see article 10).

7. Image, Video and Sound Recordings

7.1 During the Event, image, video and/or sound recordings will be made by experimenta gGmbH or by authorised third parties and used or published in connection with the Event for advertising, PR and documentation purposes. Participants may inform the organisers during on-site registration for the Event if they do not agree to the production and publication of image, video and/or sound recordings. If a participant does not make use of this option, experimenta gGmbH assumes that the participant concerned tacitly consents to the described use or publication of the image, video and/or sound recordings (Art. 6 para. 1 lit. a) GDPR).

7.2 The aforementioned image, video and/or sound recordings may be published by experimenta gGmbH and/or RHET AI on their websites (transformativ.science, experimenta.science, rhet.ai) as well as on their social media channels (Facebook, Instagram, Bluesky, Mastodon, LinkedIn and/or TikTok).

7.3 If digital conference documentation is created using the image, video and sound recordings mentioned in article 7.1, this will be published on the websites mentioned in article 7.2 above.

7.4 The participant may withdraw their consent to this use or publication of image, video and/or sound recordings at any time with effect for the future by sending an e-mail to datenschutz@experimenta.science

However, experimenta gGmbH would like to point out that it may also be authorised to process the image, video and/or sound recordings on the basis of legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR.

experimenta gGmbH has a legitimate interest in reporting on the Event in its media and in the media of its Event partner RHET AI. In this case, the participant has the right to object in accordance with article 7 of the Data Protection Information.

8. Event Documents and Recordings

8.1 All materials provided as part of the Event (hereinafter: Event Documents), in particular scripts, presentation slides, handouts, digital files, audio and/or video recordings and other content contributions, are protected by copyright. This applies regardless of whether they are provided in printed, digital or any other form. Unless expressly stated otherwise, the rights are held by experimenta gGmbH, RHET AI or the respective speakers.

8.2 Any reproduction, distribution, making available to the public or other use of the Event Documents – in whole or in part – is only permitted with the prior written consent of experimenta gGmbH. This also applies to disclosure to third parties, use for training or advertising purposes and posting on digital platforms or social networks.

8.3 The creation of own image, video and/or sound recordings during the programme items/sessions is only permitted for private purposes. However, this does not release the participant from the obligation to respect the personal rights of other participants (the right to one’s own image) and the rights of third parties.

9. Cancellation of the Event

9.1 experimenta gGmbH may cancel the Event for reasons for which it is not responsible (e.g. insufficient number of participants, short-term unavailability of speakers without the possibility of replacing them).

9.2 Participants will be notified personally using the contact details provided in their registration. In the event of cancellation, any participation fee already paid will be refunded to the bank account from which the transfer was made.

9.3 Other claims for refund of expenses such as hotel, accommodation and/or travel costs are excluded in the event of cancellation for the aforementioned reasons.

10. Force Majeure

10.1 Definition
“Force majeure” within the meaning of these GTC shall be any external, unforeseeable and unavoidable event that could not be prevented even by the utmost care that could reasonably be expected and that makes the fulfilment of a contractual obligation impossible in whole or in part.

10.2 Force Majeure events
Cases of force majeure include, in particular, without limitation to:

• natural disasters such as floods and extreme weather events,
• epidemics and pandemics,
• strikes and lawful lockouts in a company essential for the provision of services,
• significant operational disruptions, destruction of production facilities or the entire production site,
• energy supply or raw material difficulties for which the party concerned is not responsible as well as
• sovereign orders, laws or embargoes that directly prevent the fulfilment of the contract.

10.3 Exclusion of Liability and Release from the Performance Obligation
If a party is prevented from fulfilling its contractual obligations by an event of force majeure, it shall be released from the fulfilment of the obligations concerned for the duration and to the extent of the impact of this event. Liability for damages resulting from non-fulfilment or delay due to force majeure is excluded. This also applies to indirect damages and loss of profit. Any statutory or contractual rights already established prior to the occurrence of the force majeure event shall remain unaffected.

10.4 Notification Obligation
The party affected by force majeure shall notify the other party in writing of the beginning and the expected end of the event immediately, but at the latest within five working days of becoming aware of it and provide evidence of the circumstances of the force majeure. If it fails to fulfil this notification obligation, it cannot invoke the existence of force majeure.

10.5 Right of Termination in the event of Continued Force Majeure
If a party is prevented from fulfilling its contractual obligations due to force majeure, it shall be entitled to terminate this contract by written notice to the other party. Services that have already been provided shall be returned in accordance with the statutory provisions. Further claims, in particular for damages, are excluded in this case.

11. Liability

11.1 experimenta gGmbH shall only be liable for damages in connection with the Event in the event of intent or gross negligence. The limitation of liability does not apply to damages resulting from injury to life, limb or health caused by a negligent or wilful breach by experimenta gGmbH or a legal representative or vicarious agent of experimenta gGmbH. Furthermore, the limitation of liability does not apply to damages that are based on the breach of an material contractual obligation (i.e. a contractual obligation that makes the proper performance of the contract possible in the first place and on the fulfilment of which the participant regularly relies and may rely). Liability shall be limited to the amount of damage foreseeable at the time of conclusion of the contract, the occurrence of which must typically be expected.

11.2 Liability for the loss or theft of items brought onto the premises is excluded.

12. Data Protection

The Data Protection Information notice of experimenta gGmbH with the information on the processing of your data when registering for the Event can be found in the appendix to these GTC.

13. Dispute Resolution

experimenta gGmbH is not legally obliged to participate in a dispute resolution procedure before a consumer arbitration board in accordance with the German Consumer Dispute Resolution Act (VSBG) and therefore does not participate in such a procedure.

14. Final Provisions/House Rules

14.1 The experimenta gGmbH house rules also apply. Participants are referred to as “visitors” in the house rules. Participants who violate the house rules may be excluded from the Event and expelled from the Science Centre.

14.2 The laws of the Federal Republic of Germany apply. If you have submitted the registration as a consumer and have your habitual residence in another country at the time of your registration, the application of mandatory legal provisions of this country remains unaffected by the choice of law made in sentence 1.

14.3 If the participant is a merchant, a legal entity under public law, or a fund asset under public law, the exclusive place of jurisdiction for all disputes arising from the contract is the experimenta gGmbH’s registered office in 74072 Heilbronn. If the participant has no general place of jurisdiction in the Federal Republic of Germany, Heilbronn is the non-exclusive place of jurisdiction. If the participant moves their domicile or habitual residence outside Germany after entering into the contract, or if their domicile or habitual residence is unknown when the action is brought, the place of jurisdiction for legal action against the participant is Heilbronn. In all other respects, the statutory places of jurisdiction will apply. Exclusive places of jurisdiction, such as those for judicial dunning proceedings, remain unaffected.

Data Protection Information pursuant to Article 13 GDPR

We provide the following information on the processing of your data by our company:

1. Data Controller

The data controller is

experimenta gGmbH
Experimenta-Platz
74072 Heilbronn
Phone: +49 (0)7131-88795250
E-Mail: datenschutz@experimenta.science

2. Contact details of the Data Protection Officer

Dr. Christian Borchers
datenschutz süd GmbH
Wörthstraße 15
97082 Würzburg
E-mail: office@datenschutz-sued.de

3. Purposes and legal basis of the data processing

3.1 Registration

If you provide us with personal data such as your name, address and email address during the registration process, we will use this data for the purpose of entering into and performance of the contract in accordance with Art. 6 para. 1 lit. b) GDPR.

When you submit your registration, the following data will also be stored:

• Your IP address
• Date and time of submission

The other personal data processed during submission (IP address, date and time of submission) serve to prevent misuse of our registration form. We process this data on the basis of our legitimate interest in accordance with Art. 6 para. 1 lit. f) GDPR.

3.2 Participant Lists and Name Badges

We create participant lists and name badges for the organisation of the Event. We process this data on the basis of our legitimate interest in accordance with Art. 6 para. 1 lit. f) GDPR. We have a legitimate interest in recording who and how many participants attend our Event. We also have a legitimate interest in providing you with name badges to enable you to contact and communicate with other participants at the Event.

3.3 Image, Video and Sound Recordings

We have informed you in article 7 of the GTC that we will make image, video and/or sound recordings during the Event. These will be published by us or our Event partner, the RHET AI, in the following media:

• Websites: www.transformativ.science, www.experimenta.science, https://rhet.ai/
• Social media: Facebook, Instagram, Bluesky, Mastodon, LinkedIn and TikTok
• Digital report: www.transformativ.science, www.experimenta.science, https://rhet.ai/

You may inform us during on-site registration for the Event if you do not consent to the production of image, video and/or sound recordings and their publication. If you do not make use of this option, we assume that you tacitly consent to the use described (Art. 6 para. 1 lit. a) GDPR).

You can withdraw your consent with effect for the future by sending an e-mail to datenschutz@experimenta.science

However, we would like to point out that we may also process the image, video and/or sound recordings on the basis of our legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR.

We have a legitimate interest in reporting on the Event in our media and the media of our Event partner, the RHET AI. In this case, you have the right to object in accordance with article 7.

4. Recipients and Categories of Recipients

Your data may be passed on to the following recipients:

• to our Event partner
  RHET AI,
  Centre for Rhetorical Science Communication Research on Artificial Intelligence at the University of Tübingen,
• the host providers of our website and those of our partners, in particular RHET AI,
• the provider of the software for registration,
  for the purposes of registration, we have commissioned eveeno to provide online event management and an event tool for the technical login and registration options. Accordingly, data processing also takes place at eveeno. We have entered into a “Data processing agreement in accordance with Art. 28 GDPR” with eveeno,
• the operators of the social media platforms mentioned in article 3.3.

5. Recipient of the Data and Transfer to Third Countries

Insofar as personal data is transferred to operators of social media platforms based outside the EU, the following information is provided:

• Transfer to Meta Platforms, Inc (Instagram; Facebook) and LinkedIn Corporation (LinkedIn) takes place on the basis of the EU-U.S. Data Privacy Framework. On 10 July 2023, the European Commission adopted the adequacy decision for the EU-U.S. Data Privacy Framework, thereby certifying that this framework provides an adequate level of protection. Both Meta and LinkedIn have undertaken self-certification in accordance with the framework.
• Transfer to Bluesky takes place on the basis of the EU Standard Contractual Clauses provided and audited by the EU (more information here: https://bsky.social/about/support/privacy-policy).
• Transfer to TikTok takes place on the basis of your consent.

6. Storage Period

The data is stored for the time required for the purpose of data processing. In addition, the statutory retention periods of up to 10 years pursuant to Section 257 German Commercial Code (HGB) and Section 147 German Tax Code (AO) apply.

Unless an objection or cancellation is received, image, video and/or sound recordings may also be stored and processed beyond this period.

7. Your Rights under the GDPR

In addition to withdrawal of consent sent to datenschutz@experimenta.science, you can request information about the personal data stored about you, e.g. by e-mail to the above-mentioned data protection officer. In addition, under certain conditions you may request the rectification or erasure of your data. You may also restrict the processing of your data and the right to receive the data you have provided in a structured, commonly used and machine-readable format.

Insofar as we cite our legitimate interest (Art. 6 para. 1 lit. f) GDPR) as the legal basis, you have the right to object in accordance with Art. 21 GDPR.

In accordance with Art. 21 GDPR, you have the right to object to the processing of personal data at any time. After an objection is filed, we will no longer process the personal data relating to you unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims (see Art. 21 (1), (6) GDPR, so-called “limited right to object”). In this case, you shall provide reasons for the objection that arise from your particular situation.

You can also assert your right to object to the above-mentioned data protection officer.

8. Complaint

You may lodge a complaint with the above-mentioned data protection officer or the responsible data protection supervisory authority (Lautenschlagerstraße 20, 70173 Stuttgart).

9. Provision of the Data

You provide the data for the purposes of the conclusion and performance of the contract. Otherwise it will not be possible to perform the contract.

You are not obliged to provide your data for the image, video and/or sound recordings.

10. Change of Purpose

The data will not be processed for any purpose other than the purpose for which it was collected.

11. Further Data Protection Information

Further information on the processing of personal data by us can be found at https://www.experimenta.science/datenschutz/

Heilbronn, 26.08.2025
experimenta gGmbH