TERMS AND CONDITIONS

Payments

  • Credit/Debit card preferred.
  • Bank Transfer Payment within 2 weeks of invoice, if not additional charges may apply.
  • All payments must have cleared at least five working days before the conference. If it is already five days or less before the conference, please make payment immediately and confirm over email to MetroandUs@freshwater.co.uk. 
  • Payments to be made to Freshwater UK, the event management company.

Cancellation

  • More than 30 days prior: 25% refund
  • Less than 30 days prior: No refund

Substitutions

  • Due to security measures, conference registrations are not shareable between delegates.
  • Registered delegates can nominate a colleague to attend in their place by contacting the event team directly (substitutions can be made and are subject to a £25 + VAT charge). 
  • This must be arranged a minimum of 10 working days prior to the conference.

Cancellation of event

Whilst we are doing everything that we can to ensure our events go ahead as planned, due to the current climate we would strongly advise delegates who are travelling to our events to book accommodation with free cancellations and/or trains with flexible tickets, in case the event is cancelled or postponed.

Freshwater UK reserves the right to cancel any event. We aim to give as much prior notice as possible. The full registration fee will be refunded unless a mutually convenient transfer within a 12 month period can be arranged. In the event that Freshwater UK postpones an event for any reason and the delegate is unable to attend on the rescheduled date, you will receive a full refund of the fee paid.

Freshwater UK shall assume no liability in the event a conference is cancelled, rescheduled or postponed due to an unintended event, Act of God, unforeseen occurrence or any other event that renders performance of this conference impracticable, illegal or impossible. For purposes of this clause, a fortuitous event shall include, but not be limited to: war, fire, labour strike, extreme weather or other emergency.

Please note that while speakers and topics were confirmed at the time of publishing, circumstances beyond the control of the organisers may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such, Freshwater UK reserves the right to alter or modify the advertise speakers and/or topics if necessary without any liability to you whatsoever. Any substitutions or alterations will be updated on our web page as soon as possible.

Event platform

The Metro & Us website is managed by the Freshwater, henceforth referred to as 'We'. In entering our site, you the user ('You') are accepting our Terms and Conditions. The Metro & Us event website is maintained for your personal use and viewing. Access and use by you of this site constitutes acceptance by you of these Terms and Conditions, which take effect from the date of first use.

Freshwater (FW) is the Data Controller for information submitted via the event website, along with any information shared, photos taken or videos made during the event. FW are committed to protecting the rights of individuals in line with UK General Data Protection Regulation (UK GDPR). 

Freshwater has a Data Protection Officer who can be contacted via email at haydn.evans@freshwater.co.uk

Hyperlinking

We do not object to you linking directly to the information that is hosted on our site. However, we would prefer it if our pages were not to be loaded into frames on your site. The event website pages should load into the user's entire window. We do not permit our pages to be loaded into frames on your site.

User registration

To register for the event, you are required to register on the event website.

What information do we collect about you?

The information required in order to register you for event includes your name, role, company, email address, location, dietary and access requirements, contact number, and how you plan on travelling to the conference. We will only use this information for the purpose of contacting you about the event you have registered for.

The exception to this is if you have selected that you would like to be contacted if there is a 2027 event. In that case, we will contact you if there is a 2027 event.

If you access the stakeholder toolkit, you will need to enter your details. This information is used to monitor who accesses the stakeholder toolkit.

How will your information be used?

  • Optimising the event website.
  • Monitoring levels of registrations to event.
  • Limited registration details (name, role, company, country, gender, language preference) will be shared with the Steering Group (Arup, Capital Law, Cardiff Capital Region, Cardiff University, Mott MacDonald and Transport for Wales) for the purpose of managing and monitoring registrations.
  • If you opt in, your name, job title and organisation will be on the conference attendee list.
  • Sending reminder emails to people who have registered for the event.
  • If you opt in, you will be notified via email if there is a 2027 ‘Metro & Us’ event.

Please see our privacy notice for further information.

Once registered, you will receive reminders about the event and a post event evaluation form via email. If you wish to opt out of these email reminders, please contact MetroandUs@freshwater.co.uk.

Who receives your information?

FW are committed to protecting the rights of individuals in line with UK General Data Protection Regulation (UK GDPR). Freshwater is a data processor for data collected through the event website. We also use third party processors and, as such, may share your information with them. The processing of this information will be in line with the third parties’ privacy policy. The third-party processors we use are as follows:

  • Freshwater, as the project owner, will have access to all data collected and processed as part of this project. Freshwater has a Data Protection Officer who can be contacted via email at haydn.evans@freshwater.co.uk
  • As members of the Steering Group (Arup, Capital Law, Cardiff Capital Region, Cardiff University, Mott MacDonald and Transport for Wales) will have access to limited registration data (name, role, company, country, gender, language preference) collected and processed as part of this project for the purpose of managing and monitoring registrations.

Cookies 

The Eventscase website uses cookies to collect anonymous information about visitor behaviours.

Cookies are small bits of information that are stored on your computer by websites. These are typically used by websites to remember preferences, or to provide more targeted and relevant advertising based on online behaviours.

When someone visits the event website, we use a third-party service, Google Analytics, to collect standard site visit information via cookies. We do this to find out general behavioural patterns, such as the number of visitors to various parts of the site. This information is only processed in a non-personally identifiable way. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

We are committed to protecting and respecting your privacy

As stated, we use cookies that are essential to the management of our services and website, which also enhance your browsing experience. More information about these cookies is listed below, however your continued use of the site beyond this point means that you accept cookie use from:

  • Eventscase, for hosting the event website and managing registrations.
  • Google Analytics, to assist us in the improvement and optimisation of the event website.

Please read our cookies statement for further information.

Virus protection

We make every effort to check and test material at all stages of production. It is always wise for you to run an anti-virus program on all material downloaded from the Internet. We cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material derived from websites.

Filming & photography notice

By attending the conference, you consent to photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, webcasts, promotional purposes, advertising, inclusion on websites, social media, or any other purpose by the Steering Group. Images, photos and/or videos may be used to promote future events. If you do not wish to be captured in the footage, please let the conference team know via email on MetroandUs@freshwater.co.uk.

It is important that you let us know prior to the event commencing if you have an issues or concerns regarding this, so that we can take appropriate steps to ensure you are not included.

Disclaimer

The event website information (or third party information), is provided 'as is' without any representation or endorsement made and without warranty of any kind whether express or implied. We do not warrant that the functions contained in the material contained in this site will be uninterrupted or error free, that defects will be corrected, or that this site or the server that make it available are free of viruses or represent the full functionality, accuracy, reliability of the materials.

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any dispute arising under these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wale

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Accessibility                     Cookies                      Website privacy policy                   Terms and Conditions

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The Metro & Us Steering Group includes:

Contact us: MetroandUs@freshwater.co.uk

Organised by Freshwater