Terms of service

Last updated: 2026-11-06

1. Who provides the service

my-conference.net (the "Service") is provided by:

My Conference
Portugal
E-mail: info@my-conference.net

"We" and "us" mean the provider above. "You" means the person who creates an account and, where that person acts for an organisation, that organisation.

2. What the Service is

The Service is hosted software for organising scientific and professional meetings: registration, abstract submission and review, programme, certificates, e-mail communication, and connections to the payment and invoicing services that you choose. Each event gets its own address (name.my-conference.net), its own database and its own files, separate from other events.

The Service is meant for professional use. If you use it as a consumer, your mandatory legal rights are not affected by these terms.

3. Your account

• You must give accurate information and confirm your e-mail address.
• Keep your password secret. What is done with your account is your responsibility until you tell us it was compromised.
• Each account may have one event on the free plan. We may refuse or limit accounts that abuse this.

4. Plans, prices and payment

• The plans, their limits (for example registrations, submissions, storage and e-mails per hour) and their prices are shown on our website and in your dashboard. Prices are net of VAT unless stated; VAT is added at payment where it applies.
• A plan is a one-off payment for a fixed period (normally twelve months). It does not renew by itself: you choose to renew, at the renewal price shown, and we remind you before the plan ends. The free plan has a validity period too.
• If you move to a larger plan while one is running, the price is the price of the new plan minus the unused part of what you paid for the current period, and a new period starts.
• Payments are handled by a payment provider. The provider may act as merchant of record, that is, as the seller of the plan to you, collecting the VAT and issuing the receipt. In that case its terms apply to the payment and to the receipt. We never see your card details.
• Refunds are described in the refund policy.

5. Limits

When a limit of your plan is reached, nothing is deleted: you can no longer add what the limit covers (for example new registrations) until you change plan, but everything that exists stays available and can be exported. E-mails above the hourly limit of the plan wait and are sent in the following hours.

6. When the plan ends

1. On the last day of the plan the event becomes read-only: you and your participants can still see everything and you can export your data, but nothing can be changed.
2. It stays read-only for twelve months. We warn you by e-mail 90, 30 and 7 days before the end of that time.
3. After that the event may be deleted with everything in it. We keep a copy for 30 days in case of a mistake; we may, but are not obliged to, restore it.
4. Choosing a plan at any time before the deletion makes the event active again.

7. Your content and your participants

• What you and your participants put in the event belongs to you or to them. You give us the right to store, process and show it only as needed to provide the Service.
• For the personal data of your participants, authors and reviewers, you are the controller and we are your processor. The data processing terms are part of these terms.
• You are responsible for having a legal basis to collect that data, for informing your participants, for your own registration conditions, fees, taxes and invoices, and for answering your participants' requests.
• The Service does not collect your participants' payments: they are made through the accounts you connect (for example your own card gateway) or to your bank account. The documents the Service generates automatically (pro-forma, order and payment receipts) are not tax documents; issuing valid ones is your responsibility, with an invoicing service if you need it.

8. Acceptable use

You must not use the Service to: send unsolicited bulk messages or anything misleading; publish illegal content, or content that infringes the rights of others; impersonate a person or organisation; collect data in ways the law does not allow; attack, probe or overload the Service or other events; or publish scripts, forms or links meant to deceive visitors. On some plans the pages of your event are cleaned of scripts, forms and foreign embeds to protect visitors.

9. Suspension and ending

• We may suspend an event or an account at once when that is needed to protect people or the Service (for example illegal content, abuse or a security risk), and we tell you why as soon as we can.
• You may stop using the Service at any time and ask us to close your account or delete an event.
• We may end the agreement if you seriously or repeatedly break these terms. What was paid for a period that you could no longer use because of that is not refunded, except where the law requires it.

10. Availability and your own copies

We run the Service with reasonable care, but we do not promise it will always be available or free of errors, and we do not promise to be able to recover lost data. Export what matters to you regularly. We may do maintenance and will try to warn you of planned interruptions.

11. Liability

Nothing in these terms excludes liability that cannot be excluded by law. Subject to that: we are not liable for indirect damage, loss of profit or loss of data; and our total liability for anything arising from the Service in a period of twelve months is limited to what you paid us (or the payment provider for our Service) in that period, or to 100 EUR if you only used the free plan.

12. Changes

We may change the Service and these terms. For changes that matter to you we write to the e-mail address of your account at least 30 days before they apply. If you do not agree, you can close your account before then.

13. Law and disputes

These terms are governed by Portuguese law. Without prejudice to mandatory rules that protect consumers. Please write to us first: most problems are solved by a message.

14. Contact

info@my-conference.net. See also the privacy policy.