These terms are the agreement between you and Bazm for using bazm.io, the Bazm web app, the Bazm mobile app and conference websites that run on Bazm. Please read them. By creating an account, or by registering for or taking part in a conference through Bazm, you agree to them.
In short
Bazm is a platform. Organisers run the conferences; we provide the tools they run them with.
If you buy a ticket, your contract is with the organiser, who is the seller and decides on refunds.
Organisers are responsible for their event, their content and the personal data of the people who take part.
Our liability to business customers is limited (section 18). Nothing in these terms takes away rights you have as a consumer.
1. About these terms
Bazm is provided by Bazm Ltd, a company registered in England and Wales (“Bazm”, “we”, “us”). Our company details are on the legal page.
In these terms:
the Service is the Bazm website, web app, mobile app and the conference websites, emails and other features they provide;
an organiser is a person or organisation that uses the Service to run a conference, and the members of its team;
a participant is anyone who takes part in a conference through the Service: an attendee, speaker, author, reviewer, committee member, sponsor or exhibitor.
The agreement is made up of these terms, the Acceptable Use Policy and, for organisers, the Data Processing Addendum and any package or order we have agreed with you in writing. If they conflict, what we agreed in writing comes first, then the Data Processing Addendum, then these terms. Our Privacy Policy explains how we handle personal data; it is not part of the contract.
If you use the Service for a company or other organisation, you confirm that you are allowed to accept these terms for it, and “you” means that organisation.
2. Who can use Bazm
You must be at least 16 to use the Service, and at least 18 to organise a conference, to pay for anything or to sign a contract through it. You must not use the Service if we have closed your account for breaking these terms.
3. Your account
Give accurate information and keep it up to date.
Keep your password to yourself. You are responsible for what is done with your account. Tell us straight away if you think someone else has used it.
An account is for one person. Do not share it.
Some links we email you (to manage a booking, upload slides, join a session or sign a contract) work without signing in. Anyone who has the link can use it, so treat it like a password.
You can register for a conference without creating an account. These terms still apply to your use of the Service.
4. If you organise a conference
We give you the tools to run your conference: a website, registration and ticketing, a programme, calls for papers and peer review, speaker, sponsor and exhibitor management, email, check-in, virtual sessions, surveys and community features. Which features you have depends on what we have agreed with you.
You are responsible for your conference. In particular:
The event itself: holding it, its content, its safety, and any licence, permission or insurance it needs. We do not run events.
What you publish: that it is accurate and lawful and that you have the right to publish it, including photos and biographies of speakers and committee members.
Your team: who you give access to, the role you give them and what they do.
Your participants’ personal data: you decide what to collect and why, so you are the controller of it and we are your processor under the Data Processing Addendum. You must tell participants how you use their data, have a lawful reason for every question you ask (especially about health, diet or access needs), and answer their requests about it.
Email you send: you must only email people you are allowed to email, never upload a bought or scraped list, and honour unsubscribe requests. To protect delivery for everyone, we pause campaign sending for an organiser whose emails draw too many spam complaints.
Recordings: if you record a session, you are responsible for having the speakers’ and participants’ agreement where the law requires it.
The terms you offer participants: your prices, your refund and cancellation policy, and any code of conduct.
We may review a conference before it can be published, and we can decline or unpublish one that breaks these terms or the law.
5. What organisers pay us
Our fees are those we agree with you in writing before you start, usually as a package for a conference, or those shown to you when you choose a plan. Fees are stated without VAT, which is added where it applies.
Fees are due on the dates stated in the package, order or invoice.
If we have agreed a fee on ticket sales, it is taken from each payment as it is made.
If a payment is more than 14 days late, we may suspend the Service for your organisation after telling you, until it is paid.
For a plan that renews, we will tell you at least 30 days before a price change takes effect, and you can cancel before it does.
Fees already paid are not refunded when you stop using the Service, unless we end the agreement without you having broken it, or the law says otherwise.
6. Tickets and payments taken through Bazm
When a participant pays for a ticket, a booking, a stall or a sponsorship through the Service:
The organiser is the seller. The contract of sale is between the participant and the organiser. Bazm is not a party to it and is not the seller.
Stripe processes the payment into the organiser’s own Stripe account. Bazm does not receive or hold the money, apart from any fee agreed under section 5, and never receives card numbers or security codes. To take payments an organiser must open a Stripe account and accept Stripe’s Connected Account Agreement.
The organiser is responsible for prices, for charging and accounting for tax, for the information the law requires sellers to give buyers, for refunds and cancellations, and for any disputed payment or chargeback.
Refunds are decided and paid by the organiser under the organiser’s own policy and the law. Ask the organiser first; we can pass a message on if you cannot reach them.
7. If you take part in a conference
The conference is the organiser’s. The organiser’s own terms, refund policy and code of conduct apply to it alongside these terms. We are not responsible for a conference being cancelled, moved or changed, for what is said or shown at it, or for what happens there.
Your badge and its QR code are yours alone. Anyone who has the code can use it to check in or view your badge, so do not share it.
If you speak, sit on a committee, sponsor or exhibit, the organiser may publish your profile on the conference website. Ask the organiser if you want it changed or removed.
If you submit a paper, you confirm that you are allowed to submit it and that the people you list as co-authors have agreed.
In community features (the directory, messages, the feed, shared travel, live chat and Q&A) treat other people with respect and follow the Acceptable Use Policy. Meetings and shared travel you arrange with other participants are between you and them; take the care you would with anyone you have just met.
8. Your content
You keep ownership of what you put on the Service: text, images, files, papers, slides, messages and posts.
You give us permission to store, copy, reformat and show your content, anywhere in the world and without charge, as far as is needed to provide the Service to you and to the conference you put it into. The permission lasts while the content is on the Service and for the backup period described in the Privacy Policy.
What you submit to a conference (a registration, a paper, slides, a profile) goes to that conference’s organiser, who may use it to run and present the conference.
You confirm that you have the right to put the content on the Service and that it does not break the law or anyone else’s rights.
We may remove or hide content that breaks these terms or the law, or that we are required to remove.
If you send us ideas or suggestions about Bazm, we may use them without owing you anything.
9. Acceptable use and moderation
The Acceptable Use Policy says what you may not do with the Service. Organisers and their moderators can hide or remove posts and messages in their conference, and mute or ban a participant from its community features. We can do the same, and can suspend an account, where the policy is broken. You can report a post, a message or a person from inside the product.
10. Artificial intelligence features
Some features use a language model: drafting and proofreading emails, screening submitted papers, suggesting people to meet and tidying travel destinations. They are optional and are off unless enabled for an organiser.
What these features produce is a suggestion. It can be wrong, incomplete or biased. Check it before you rely on it.
An organiser who uses paper screening remains responsible for every decision on a paper. If you let screening apply decisions automatically, you must tell authors that you do and have a person review a decision when an author asks.
Do not put information about anyone’s health, beliefs or other sensitive matters into text that an AI feature will read.
The organiser decides whether a virtual session is recorded and what is done with the recording. Before you join we tell you that the session may be recorded, and a banner is shown while recording is on. By joining, you accept that the organiser may record the session, including your voice, image and anything you share if you speak, and make the recording available. If you do not want to be recorded, do not turn on your camera or microphone, or do not join.
12. Other companies’ services
Parts of the Service rely on other companies, for example Stripe for payments, a video provider for virtual sessions, map providers, and Apple and Google for wallet passes and the mobile app. Where you use one of their services directly, their terms apply to it as well as ours. We are not responsible for services we do not provide, or for websites that the Service or an organiser links to.
13. The mobile app
We give you a personal, non-transferable permission to install the Bazm app on devices you own or control and to use it under these terms. If you get the app from an app store, the store’s own terms apply too. The store’s operator is not a party to these terms and is not responsible for the app, its content or its support.
14. What belongs to us
We and our licensors own the Service: its software, design, text and the Bazm name and logo. We give you permission to use the Service under these terms; nothing else is transferred to you. Do not copy it, resell it or use our name or logo without our written agreement, except to say truthfully that your conference runs on Bazm.
15. Availability and changes to the Service
We work to keep the Service available and reliable, but we do not promise that it will always be available or free of faults, unless we have agreed a service level with you in writing. We may take it offline for maintenance and will try to do so at quiet times.
We improve the Service continually and may add, change or remove features. If we plan to remove a feature that a paying organiser relies on, we will give at least 30 days’ notice where we reasonably can. Features marked as beta or preview are provided as they are and may change or be withdrawn.
16. Suspending or ending your use
You can stop using the Service at any time. You can delete your account under “Privacy & data”, and an organisation’s owner or an admin can close the organisation. Download anything you want to keep first.
We may suspend or end your access, or an organisation’s, if you seriously or repeatedly break these terms, if fees stay unpaid after we have reminded you, if we must by law, or if your use puts other users or the Service at risk. We will tell you why and, where the problem can be fixed, give you a chance to fix it, unless the law or the urgency of the risk prevents that.
We may also stop providing the Service altogether, with at least 90 days’ notice to organisers with an active conference.
When your use ends, your permission to use the Service ends. What happens to personal data is set out in the Privacy Policy and, for organisers, in the Data Processing Addendum. Sections 8, 14, 18, 19, 21 and 22 continue to apply.
17. Personal data
Our Privacy Policy explains how we handle personal data. Where we handle personal data on an organiser’s behalf, the Data Processing Addendum applies and forms part of these terms. The companies we use to help provide the Service are listed on the sub-processors page.
18. Our responsibility to you
What we never limit
Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that the law does not allow us to limit or exclude.
If you are a consumer
You have legal rights, including that we provide the Service with reasonable care and skill. Nothing in these terms affects them. If we break these terms, we are responsible for loss or damage you suffer that is a foreseeable result. We are not responsible for loss that is not foreseeable, or for business losses: the Service is provided to you for your private use.
If you use the Service for a business or organisation
We provide the Service with reasonable care and skill. All other warranties and conditions, including any implied by law, are excluded as far as the law allows.
We are not liable for loss of profit, revenue, business, contracts, goodwill or anticipated savings, for loss of or damage to data beyond restoring it from our backups, or for any indirect or consequential loss.
Our total liability to you for all claims arising in any period of 12 months is limited to the greater of the fees you paid us for the Service in that period and £100.
What we are not responsible for
A conference, or anything an organiser or participant does or fails to do.
The sale of a ticket or anything else by an organiser, including refunds.
Services provided by other companies (section 12).
Failures caused by things outside our reasonable control, such as a failure of the internet, of a hosting or other provider, or an event that prevents normal business.
19. Claims caused by organisers
If you are an organiser and someone brings a claim against us because of your conference, your content, the emails you sent through the Service, the way you handled participants’ personal data, or your breach of these terms or the law, you will pay the reasonable costs and damages we incur as a result. We will tell you about the claim promptly, let you take part in responding to it, and not settle it without talking to you first.
20. Changes to these terms
We may change these terms, for example when the Service or the law changes. We update the date and version at the top and record the change on the legal page. If a change is significant, we email Bazm account holders at least 14 days before it takes effect.
If you keep using the Service after a change takes effect, the changed terms apply to you. If you do not agree with a change, stop using the Service and delete your account before it takes effect. A change does not alter the price or scope of a package we have already agreed with an organiser for a conference.
21. The law that applies
These terms are governed by the law of England and Wales, and the courts of England and Wales decide disputes about them. If you are a consumer living in Scotland, Northern Ireland or another country, you can also bring a claim in the courts where you live, and you keep any protection that the law of that place gives you and that cannot be removed by contract.
22. Other things you should know
Whole agreement. The documents listed in section 1 are the whole agreement between us about the Service.
If part is invalid. If a court finds part of these terms invalid, the rest still applies.
Delay is not waiver. If we do not enforce a right straight away, we can still enforce it later.
Transfer. We may transfer our rights and obligations to another organisation that takes over the Service, and will tell you if we do. You may transfer yours only with our written agreement.
Nobody else has rights. Only you and we can enforce these terms.
Notices. We send notices to the email address on your account. Send yours to contact@bazm.io.
Language. These terms are written in English, and the English text is the one that counts.