Organizer Terms of Service
This Terms of Service applies to a Conference organizer. A Conference organizer is a person or organization who creates/owns/manages a conference on the Ex Ordo platform.
A different 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, a person who is attending the conference, or a keynote speaker who is speaking at the conference.
The Terms of Service for a Conference Participant is available from this website.
This website is owned by 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, and we will refund you for any module you have not used.
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;
be a human. Accounts registered by "bots" or other automated methods are not permitted;
promptly discharge all charges and other monthly fees as they fall due to access and use the Service; and comply with these Terms of Service.
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 Modifications to the Service and Prices
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. Prices of all Services, as are displayed on this Site or otherwise notified to you from time to time are subject to change upon 30 days notice from us. 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.
2.3 Payment and Refunds Terms
We accept payment by electronic wire transfer and Euro (cheques). All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities, and you shall be responsible for payment of all such taxes, levies, or duties, excluding only the European Union for VAT.
You have 7 days from the date of purchase within which to cancel your order. Within this period, any monies paid to Ex Ordo will be returned in full. Cancellations must be notified in writing or by email to Ex Ordo.
2.4 Cancellation and Termination of Your Account
Upon cancellation or termination of your account, all your content will be deleted from the service after 30 days.
Within the 30 day period, upon request, Ex Ordo will provide you with an XML file containing your conference data and any papers, presentations or other material uploaded by you or your conference participants to Ex Ordo related to that conference. Once deleted, this information cannot be recovered.
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.
3. Content, Ownership and Prohibited Uses
3.1 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.
3.2 Grant of Licence
Upon registration and during the continuance in force of your account, Ex Ordo shall and hereby grants you a nonexclusive, royalty-free, non-transferable, revocable licence under the IPR in the Software and the Service to use the Software and/or the Service for your personal non-commercial purposes only, subject to these Terms of Service.
3.3 No Implied Licence
Except as explicitly granted in these Terms of Service, no licence, immunity, or other right is granted or assigned under these Terms of Service, either directly or indirectly, by implication, estoppel or otherwise, to you with respect to any IPR of Ex Ordo.
3.4 Prohibited Uses
You will not at any time:
copy, licence, distribute, sell or otherwise market the Software or the HTML / CSS / JS 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;
reverse engineer or decompile the Software or any IPR in the Software, except and only to the extent authorised by applicable law;
remove any patent numbers, copyright notices or other notices from the Software, the Service and/or the Site;
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.
3.5 Your Content
Your content is your responsibility. We have no responsibility or liability for it, or for any loss or damage your content may cause to you or other people, companies or organisations. 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).
3.6 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.
3.7 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 Technical Support and Hosting
Technical support to the Conference organizer is provided by Ex Ordo to paying account holders and to trial users during the trial period. Support is only available via email. All queries from the Conference Participants should be directed to the Conference organizer.
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 conference disk space or bandwidth usage significantly exceeds the average usage (as determined solely by Ex Ordo) of other Ex Ordo customers, we will notify you and 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.
4.2 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
tthe 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.
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.
5. Contact Us:
Questions about the Terms of Service should be sent to:
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 Acts of 1998 and 2003, Ex Ordo Limited, a company registered in Ireland under company registration number 503411 and having its registered office at 3 Atlanta House, 36 Dominick Street Lower, 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, even if the Site changes ownership.
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.
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 to the Conference organizer.
We do not use our users. information for other purposes other than related to our site. We do not share personal information about users or website usage information about users with third party advertisers. 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, and to your conference participants.
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.
Share the service usage of your conference participants with you e.g. to investigate allegations of plagiarism.
Share dietary constraints and accessibility issues of your conference participants with you.
Contact you in relation to any of your customer support queries.
We may provide personal information in response to authorized information requests of governmental authorities or to comply with any law, regulation, subpoena, or court order.
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 of 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.