General Terms and Conditions for the Participation in the Event PHOTOFUTURE

1. Object/Scope

1.1.   These terms and conditions apply to all events of the Photofuture series (hereinafter: the event), organised by COPYTRACK GmbH, Oranienburger Str. 4, 10178 Berlin.

1.2.   The event is exclusively aimed at professional photographers, employees of photo agencies and journalists.

1.3.   Registration and participation shall occur exclusively on the legal basis of these conditions. Conflicting, additional or deviating conditions of the participant or a third party shall not constitute an element of the contract.

2. Invitation/ Registration

2.1.   Registration for the event is solely permitted upon invitation by COPYTRACK. Third parties can submit an application for an invitation on the website www.photofuture.com. The information provided there must be truthful.

2.2.   Staff members and employees of companies competing directly or indirectly with COPYTRACK as well as their relatives are excluded from participation.

2.3.   A written invitation to participate in the event constitutes an offer to participate. A contract about the participation comes into existence with the written acceptance of this offer by the participant via e-mail to info@photofuture.com. If a participant applies for an invitation via www.photofuture.com, the event contract is concluded with the written confirmation of participation from COPYTRACK. The invitation and participation in the event are not transferable

2.4.   Immediately after submitting the online registration request, the participant will receive an automated confirmation by e-mail that the registration request has been received. This e-mail does not yet constitute an acceptance within the meaning of paragraph 2.

2.5.   On the day of the event, the participant must present a photographic identification document. Participation without such a document cannot be guaranteed.

3. Event program

Changes regarding the program schedule or content are reserved. 

4. Participation fee/ Limitation

4.1.   No fees are charged for the participation in the event. Travel, accommodation or other costs shall be borne by the participant. Cancellations of hotel, arrival and departure reservations are to be carried by the participants themselves and any costs incurred by the cancellation are to be borne by the participants themselves.

4.2.   The number of participants is limited. COPYTRACK reserves the right to withdraw invitations or already given acceptance to participate or to declare already issued tickets invalid, if the participant, despite the acceptance of COPYTRACK, does not belong to the group of persons named in section 1.2 and if the erroneous acceptance is not due to intent or gross negligence on the part of COPYTRACK. COPYTRACK is not liable in the case of withdrawal for expenses or losses which the participant has already incurred in regard to his participation in the event or which the participant has incurred or which he will continue to incur in this context or which he will incur in this context. This also applies if the participant has provided false or erroneous information in his application for participation or if he is a relative of the group of persons according to section 2.2.

5. Cancellation of participation and cancellation of the event

5.1   If the participant is unable to attend the event, COPYTRACK requests timely notification to info@photofuture.com so that the participant’s place can be allocated to someone else if necessary. The invitation and the participation in the event are not transferable.

5.2   COPYTRACK reserves the right to withdraw from the contract due to insufficient number of participants, illness of the speaker, force majeure or other unforeseeable events, which lead to the inability to perform the event or to the fact that it can only be performed with unreasonable effort for the organizer. He will immediately inform the participant about this change. In the event of cancellation, the participant shall not be entitled to any pretension.

6. Event Location

The participant is obliged to conform to the house rules of the respective event location and to exempt COPYTRACK from any claims raised by the operator of the event location or third parties which arise through a violation of the house rules by the participant.

7. Liability

7.1.   COPYTRACK is unrestrictedly liable for intent and gross negligence. For slight negligence COPYTRACK is liable for damages causing the loss of life, physical injury and damages to the health of persons.

7.2.   In the event of slight negligence, the event organizers shall only be liable in the case of breach of a major contractual obligation, the fulfilment of which is essential for the orderly performance of the event and on the compliance with which the participant may regularly rely (cardinal obligation). Liability for slight negligence is limited to the amount of damages foreseeable at the time of conclusion of the contract, the occurrence of which must typically be expected. This limitation of liability shall also apply to the benefit of the organizer’s performing agents.

8. Consent

8.1.   Photos, videos or other recordings will be taken at the event for the self-promotion of COPYTRACK, EYFX EYESOCO, LDA and Concensum Pte. Ltd., which may be published on their websites, on the company websites in social networks and in their own advertising materials.

8.2.   These are not portraits of individuals, but rather recordings which reflect the entirety of the event, but in which the participant of the event may be recognisable.

8.3.   With the registration the participant assures that he is aware of this and that he gives his explicit consent to the organizer that these photos, videos or other recordings may be created and published.

9. Final provisions

9.1.   Should one or more provisions of these general terms and conditions be or become ineffective, this shall not affect the effectiveness of the remaining provisions.

9.2.   German law shall apply exclusively to the exclusion of the UN Convention on Contracts for the International Sale of Goods.

9.3.   If the participant is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction for all disputes arising from or in relation to this contract shall be the headquarter of COPYTRACK in Berlin.

Last Updated in February 2019


Information according to Art. 13 GDPR for participants

COPYTRACK GmbH (hereinafter COPYTRACK), as a company with its headquarter in the EU, is obliged according to Art. 13 of the General Data Protection Regulation (GDPR) to inform you about the processing of your personal data. Personal data means any information relating to an identified or identifiable natural person. Data of legal entities are not subject to the scope of application of the GDPR.

Identity of the responsible person

COPYTRACK GmbH, represented by the managing director Marcus Schmitt, headquarter Dresdener Str. 31, 10179 Berlin

Contact details of the Data Protection Officer

COPYTRACK GmbH, Data Protection Officer
Oranienburger Str. 4, 10178 Berlin

Purpose of processing and legal basis

The data processing occurs for the purpose of fulfilling the event contract between the participant and COPYTRACK. Your data will be processed on the basis of Art. 6 Para. 1 lit.b GDPR.


We do not share your data with third parties.

Data transfer to third countries

We do not share your data in third countries.

Duration of the storage

After COPYTRACK has conducted the event, it will check after two years whether COPYTRACK still needs your data or whether deletion would be contrary to the legal obligations to retain data. If there are no retention obligations, your data will be deleted. The time periods begin at the end of the year in which the event has occurred.

Rights of the data subject

If COPYTRACK has collected personal data from you, you are entitled to the following rights according to Art. 15 to 22 GDPR if the legal requirements are met:

– Limitations to the right of access, rectification, erasure, restriction on processing and data transferability.

Complaints to the supervisory authority

According to Art. 77 GDPR, you have the right to lodge a complaint with a supervisory authority if you consider that the processing of your personal data is not lawful. The address of the supervisory authority responsible for our company:

Berliner Beauftragte für Datenschutz und Informationsfreiheit, Friedrichstr. 219, 10969 Berlin, https://www.datenschutz-berlin.de/

Consequences of failure to provide the data

The personal data processed by us are necessary for the fulfilment of the event contract. There is no contractual or legal obligation to provide this data. However, without the personal data, the execution of the contract and the participation in the event is not possible.


COPYTRACK does not use automated decisions-making including profiling with legal effect against data subjects.