Participant Terms of Service
This Terms of Service applies to a Conference Participant. A Conference Participant is a person who sets up an account on Ex Ordo to access a conference that has already been created by a Conference Organizer. Examples of a Conference Participant include an author submitting a paper to be included at the conference, a reviewer who is grading a paper, or a person who is attending the conference.
Note: Your Conference organizer is a person or organization who created/owns/manages the conference on the Ex Ordo platform that you wish to participate in. View the Terms of Service for a Conference organizer. Please note that your Conference organizer may have additional policies that you need to agree to in order to participate in their conference. You should check with your Conference organizer if any such policies exist.
This website is owned by Ex Ordo Ltd ("Ex Ordo"). The content of the site belongs to Ex Ordo unless indicated otherwise. Copyright and all intellectual property rights in the content of this site are vested in Ex Ordo and reserved, unless indicated otherwise.
The Ex Ordo brand names and logos, are unless otherwise stated, registered trade marks. All reproduction, use and/or modification made without the prior written permission of Ex Ordo is liable to constitute an infringement of copyright.
By using any of the Ex Ordo web sites (in these terms we call these sites and any successor sites, and any software provided by Ex Ordo for use with the site, "Service", "Site", "Application", "Software" and in relation to Ex Ordo, "we", "us", "our" and terms of similar meaning), or any other services of Ex Ordo you are agreeing to be bound by the following terms and conditions ("Terms of Service").
Ex Ordo reserves the right to update and change the Terms of Service from time to time without notice. Any new features that augment or enhance the current Service, including the release of new tools and resources, shall be subject to the Terms of Service.
Continued use of the Service after any such changes shall constitute your consent to such changes. If you do not agree with the changes you can cancel your account with us without further obligation. You can review the most current version of the Participant Terms of Service at any time.
2. Setting up and using your account
2.1 Registration Terms
To register and use the Service, you must:
provide your full legal name, a valid email address, and any other information reasonably required in order to complete the signup process;
be 18 years of age or older;
Accounts registered by "bots" or other automated methods are not permitted;You are responsible at all times:
for maintaining the security of your account and password. Ex Ordo cannot and will not be liable for any loss or damage from your failure to comply with this security obligation; and
for all content posted and activity that occurs under your account.
2.2 Using Your Account
Each user requires a single account on the Ex Ordo platform. Your account does not restrict you to an individual conference. You use this single account to access all the conferences you are participating in on the Ex Ordo platform. Your account remains valid unless it is cancelled or terminated.
2.3 Modifications to the Service
Ex Ordo reserves the right at any time and from time to time to modify, temporarily or permanently, the Service (or any part thereof) with or without notice. Such notice may be provided at any time by posting the changes to this Site or the Service itself. Ex Ordo shall not be liable to you or to any third party for any modification, price change, suspension or discontinuance of the Service.
2.4 Cancellation and Termination of Your Account
A request to cancel your account on Ex Ordo should be emailed to firstname.lastname@example.org. Following verification, your account will be deleted from the Service within 30 days. Deleting your account on Ex Ordo means that you will no longer be able to access any conferences you had previously signed up for. Information deleted in this manner cannot be recovered once your account is cancelled.
You are responsible for deleting any conference-related material (e.g. abstracts, papers etc) that you have submitted to any active conference at the time of your request. The organizer of any such conference will be made aware of your cancellation request.
Information from the Ex Ordo platform that has been made available in the public domain with your consent or published outside the Ex Ordo platform with your consent cannot be deleted.
Ex Ordo may terminate your account at any time upon notice should you violate these Terms of Service or otherwise fail to comply with your obligations hereunder. If your account is dormant for a period of more than 2 years, we will contact you to ask if you wish for it to be retained or terminated.
All of your content will be immediately deleted from Ex Ordo upon termination of your account.
3. Content, Ownership and Prohibited Uses
Our Content. You expressly acknowledge that the Site, the Software and the Service developed by or on behalf of Ex Ordo each contain information, text, files, software, applications, code hidden text, databases, pictures, photographs, video footage, graphics, music, sounds and other material (the "Materials") that are protected by copyright, trade marks, trade secrets, patents, designs or other proprietary and intellectual property rights (the "IPR"), and that these IPRs are valid and protected in all forms, media and technologies existing now or developed later and that all right, title and interest in and to the Materials, the Site, the Software, the Service and all IPR therein are and shall remain the exclusive property of Ex Ordo.
Prohibited Uses. You will not at any time:
copy, licence, distribute, sell or otherwise market the Software or the HTML / CSS / JS / Server Side Source Code or visual design elements of the Service and/or the Site, or any part thereof, or authorise any third party to do any of the foregoing;
use the Software, the Service and/or the Site, or any part thereof, for any purpose or do any act which would or might infringe the Ex Ordo IPR;
use the Software, the Service and/or the Site, or any part thereof, to create, publish, post, upload, transmit, disseminate or endorse any message, data, information, text, name, software, graphics, files materials or other content that is unlawful, libellous, defamatory, profane, obscene, pornographic, indecent, harassing, threatening, harmful, invasive of privacy or publicity rights or for any other unlawful purpose;
transmit any worms or viruses or any code of a destructive nature when using or otherwise in connection with the Service, the Software and/or the Site; or
modify, adapt or hack into the Service or modify another website or service so as to falsely imply that it is associated in any way with the Service, Ex Ordo or any other Ex Ordo service.
Your Content. Your content is your responsibility. Ex Ordo has no responsibility or liability for it, or for any loss or damage your content may cause to you or other people, companies or organisations. You retain ownership of your own original data which is recorded in the Ex Ordo system. You are responsible for ensuring that it does not infringe the intellectual property, privacy or other rights of third parties.
We claim no intellectual property rights over the new material you independently create and provide to the Service. Your profile and materials uploaded remain yours. You will use the Software and/or the Service and exercise your rights under these Terms of Service in accordance with all applicable laws (including without limitation copyright laws).
Monitoring and Altering Content. Ex Ordo does not pre-screen content, but we reserve the right in our sole and absolute discretion to screen and/or remove or edit without notice any content posted or stored on the Site that is objectionable to us for any reason (or to appoint a third party to do any of the foregoing), and we may do this at any time. You are solely responsible for maintaining copies of and replacing any content you post or store on the Site.
Third Party Material. To the extent the Site, the Software and/or the Materials include or refer to any third party materials, the ownership of such third party materials shall be vested in the third party(s) concerned. Ex Ordo is in no way responsible for the content, accuracy or reliability of any such third party materials.
4. General Conditions
4.1 Disclaimer of Warranties and Limitation of Liability
Your use of the Service and the Software is at your sole risk. The Service and the Software is provided on an "as is" and "as available" basis. Ex Ordo does not warrant that
the Service and/or the Software will meet your specific requirements,
the Service and/or the Software will be uninterrupted, timely, secure, or error-free,
the results that may be obtained from the use of the Service and/or the Software will be accurate or reliable,
the quality of any products, services, information, or other material purchased or obtained by you through the Service and/or the Software will meet your expectations, and
any errors in the Service and/or the Software will be corrected.
You expressly acknowledge and agree that Ex Ordo shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if Ex Ordo has been advised of the possibility of such damages), resulting from:
the use or the inability to use the Service, the Software and/or the Site;
the cost of procurement of substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the Service;
unauthorized access to or alteration of your transmissions or data;
statements or conduct of any third party on the service;
or any other matter relating to the Service, the Software and/or the Site.
4.2 Technical Support and Hosting
All support queries should be directed to your Conference organizer. Contact Details for your Conference organizer can be found through the Support link at the bottom of the conference page on Ex Ordo.
You understand that Ex Ordo uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the Service.
Accordingly, you understand that the technical processing and transmission of the Service, including your content, involve:
transmissions over various networks; and
changes to conform and adapt to technical requirements of connecting networks or devices.
If your disk space or bandwidth usage significantly exceeds the average usage (as determined solely by Ex Ordo) of other Ex Ordo customers, Ex Ordo will notify your Conference organizer to ask you to reduce the usage within 14 days.
After 14 days, we reserve the right to disable your account until your usage is reduced to an acceptable level.
We respect your right to privacy and will not collect any personal information about you on this Site without your permission. We do not share your personal information, unless required by law or court order.
The failure of Ex Ordo to exercise or enforce any right or provision of the Terms of Service shall not constitute a waiver of such right or provision. The Terms of Service constitutes the entire agreement between you and Ex Ordo and govern your use of the Service, superseding any prior agreements between you and Ex Ordo (including, but not limited to, any prior versions of the Terms of Service).
4.4 Security of your data
Keeping your data safe and secure is really important to us. To ensure maximum security we manage our own servers, we do not sub contract our server management to any other company. Ex Ordo employees are the only people that can access the servers/your data.
Ex Ordo servers are located in a data center in Germany (operated by Hetzner) and as such are governed by European and German data protection and intellectual property laws.
Access to the data center and server rooms is highly restricted. Written authorisation and photo ID is required to access the data center and server room. All visitors to the server rooms must be escorted by a Hetzner employee at all times. Entrances and server rooms are monitored by CCTV.
In the event of a power failure, our servers are backed by an uninterrupted power supply (with a guaranteed 15 minute battery capacity) and emergency diesel-generated power. Multiple redundant connections to the largest German internet exchange point, DE-CIX, ensure smooth data transfer and maximum network uptime.
We utilise RAID1 disk mirroring on all servers to prevent data loss in the event of a hard drive failure. In addition to the redundancy we get from RAID, we also back up all your data to an off site location (Ireland) on a nightly basis. So in the event of a catastrophe occurring at our main data centre, you can rest assured that we'll always have a second copy of your data in another safe and secure location.
4.5 Contact Us:
Questions about the Terms of Service should be sent to:
Please note that your Conference organizer may have additional policies that you need to agree to in order to participate in their conference. You should check with your Conference organizer if any such policies exist. Ex Ordo is not responsible for the actions of individual Conference organizer with regard to your information.
The Ex Ordo site may contain links to third party sites. This privacy statement does not apply to these sites and Ex Ordo is not responsible for the privacy practice or the contents of these third party websites.
Ex Ordo provide an application that facilitates conference management through the website accessible at www.exordo.com (the "Site").
For the purposes of Ireland's Data Protection Act 1998, Ex Ordo Limited, a company registered in Ireland under company registration number 503411 and having its registered office at Galway Technology Centre, Mervue Business Park, Galway, Ireland, is the data controller in relation to the personal data you disclose at www.exordo.com.
Privacy Promise: We respect your right to privacy and commit to protecting the personal information we collect from you through the following privacy principles:
You maintain ownership rights to your personally identifiable information.
You may access, modify or request the removal of your personal information at any time.
We will communicate our updated policies to our users and the public by posting a notice on the Site.
Collection and Use of Data: When you visit the Site, information such as the site that referred you here and your IP address may be automatically collected as part of the operation of the Site. Like most websites, we gather statistical and other analytical information collected on an aggregate basis of all visitors to our Site.
This Non-Personal Data comprises information that cannot be used to identify or contact you, such as demographic information regarding, for example, user IP addresses where they have been clipped or anonymised, browser types and other anonymous statistical data involving the use of our website.
We may also collect from users of the application personal information related to academic conference management, including the person's name, email address, and professional affiliation. Users may, at their discretion, provide additional information such as abstracts, papers, presentations, and biographies as part of the conference management process.
We do not use our users. information for other purposes other than related to our site. We do not share personal information about users with third parties.
We do not aggregate (gather up data across all user accounts) information and provide information in a non-personally identifiable manner to advertisers and other third parties for promotional purposes.
We may use this information to:
Provide conference abstract management, paper submission, registration and programme services to you.
Enable your Conference organizer and conference related personnel such as administrators and reviewers access to view your information for conference related purposes, e.g. to review and score your submissions.
Personalise the Site to your particular interests.
Generate user profiles.
Authenticate your visits.
Administer your account and customize the service we provide to you and other users.
Issue conference, service or system announcements to you.
Conduct research using the collected information to manage and improve our Site.
To facilitate analysis of software problems.
To assist in detection of fraudulent user actions.
Provide anonymous reporting for internal and external entities, including work with other vendors that help Ex Ordo with data analysis, for example for product efficacy studies and market analysis.
Aggregate non-personal data for reporting about the Site's usability, performance and effectiveness. It is used to improve the customer experience, usability and site content.
Check for possible conflicts-of-interest and to share the results with your Conference organizer.
Share your dietary constraints and accessibility issues with your Conference organizer.
Provide personal information in response to authorized information requests of governmental authorities or to comply with any law, regulation, subpoena, or court order.
Note: Each Conference organizers has access to all conference-related data within their conference, including your personal information. Each Conference organizer may have its own policy as to who may access conference related information. Please contact your Conference organizer for further information on any additional conference specific policies. Ex Ordo is not responsible for the actions of individual Conference organizers with regard to your information.
Security of Your Information: We take our security responsibilities seriously, employing the most appropriate physical and technical measures and require our hosting partner to exercise the same standard of care. Notwithstanding our commitment to protect your information, the internet by its very nature is such that no data transmitted over the internet can be guaranteed as entirely secure.
Ex Ordo, its employees, agents and affiliates, make no representations or warranties as to the security of any information transmitted to or by us over the internet.
Access to your Information: You may request a copy of the personal information that we have collected from you at any time. Any such request should be made in writing to the e-mail address set out below and may be subject to a nominal charge.
No Sensitive Data: We do not require or collect any data that falls within the definition of "Sensitive Data" under the Data Protection Acts 1988 and 2003, Ireland, unless such information is volunteered entirely of your own volition.
Corrections or Erasure: You may request to have your personal information corrected, if inaccurate, or erased from the Site if there is no legitimate reason for the retention of this information. Again, any such request should be made in writing to the e-mail address set out below.
Third Party Material: Ex Ordo, its employees, agents and affiliates, accept no liability howsoever arising for the content or reliability of any third party materials or websites referenced by hyperlink or other means on the Site or for the data collection and use practices or security measures exercised by such third parties.
Business Transactions: In the event Ex Ordo goes through a business transition, such as a merger, being acquired by another company, or selling a portion of its assets, users' personal information will, in most instances, be part of the assets transferred. Users will be notified via prominent notice on our Web site for 30 days prior to a change of ownership or control of their personal information. If as a result of the business transition, the users' personally identifiable information will be used in a manner different from that stated at the time of collection they will be given choice consistent with our Changes to this Policy section.