Terms and conditions for customers (clients)

These are the general terms and conditions (hereafter “GTC”) of the MICE access GmbH and my-conferencehotel.com(as mediator) regarding the use of the software MICE access (hereafter: “online-portal”). The GTC rules: the contract relation between MICE access and the natural and juristic persons, using the services ofMICE access (incl. the partner agencies, are called subsequent also “clients”. Members (customers) who place in the online-portal enquiries andbookings, are called subsequent also “clients”. Whilst using the services of MICE access a contract, applying to these GTC, of the usage for theonline portal (“user contract”) with MICE access and the relevant user comes into force.

Right of Withdrawal

Every member can withdraw his declaration of consent respective to the conclusion of a contract and to these GTC within two weeks in written,without naming any reasons (as letter, fax, E-mail). The deadline begins with the contacting and usage of the services of MICE access (includingpartner agencies). In order to ensure the deadline the sending of the withdrawal in due time is sufficient. The withdrawal is to be addressed to:MICE access GmbH, Hinter der Twiete 51, D-22851 Norderstedt, or via E-Mail to: info@mice-access.com. This right of withdrawal relates only to theuser contract. MICE access points out that confidentiality for uncoded in the internet transferred data is not ascertained.

§ 1 Service

MICE access and the partner agencies procure the clients hotel and congress rooms for exhibitions, congresses and business trips. At this MICEaccess (incl. Partner agencies) acts solely as broker for a business between customer and contractor. The reservation- such as accommodationcontracts are effected directly between the client (customer) and contractor (hotel).

MICE access and the partner of MICE access provide the visitors of the websites and partner sites information about registered hotels. The information is maintained by the registered hotel. MICE access and his partners are not responsible for the data of the registered hotels. Each registered hotel may change and complete his own data at any time without examination by MICE access.

§ 2 fees

For the customer the usage of the online portal is free of charge.

§ 3 Offers and bookings

MICE access solely acts as broker. A liability for the content, procedure or the payment of the event or the booked overnight stays in the hotel is inany case excluded. The customer is obliged, after the firm booking via MICE access, to provide the booked hotel all requested date for the booking.The contractor is obliged to send the customer, after the group or meetings booking (MICE access groups and MICE access meetings) via theonline portal a confirmation of reservation with details in respective to the payment and cancellation conditions. This should be reconfirmed by thecustom in written. MICE access has no influence for the contents in the offers sent by the contractor. The liability for correct details in the offers is inany case excluded. Every offer, shown in the online portal, is non-binding.

If the booking of the customer is done via the individual booking module MICE access individual, the differing GTC from our partner Booking.comapply. These are directly visible whilst performing the individual bookings.

§ 4 Applicable law, written form, place of jurisdiction

The using of the online portal is liable to the valid laws of the federal republic of Germany and these GTC. All explications, in context to the future’swith MICE access concluded user contract, have to be sent in written or via email. MICE access reserves the right to change the above mentionedemail address at the own discretion. In such case MICE access informs the member about the change of the email address. If the user is aconsumer, then the user contract and the GTC are liable to the law of the federal republic of Germany, as long as these not opposed to cogentstatutory regulations, especially consumer protection legislation.

§ 5 Duration of contract and termination

The contract is concluded for an unlimited period of time and can be terminated by both contract partners at any time.

§ 6 Disorder of the online portal

Members are not allowed to use mechanism, software or other scripts, which could disorder the functionality of the online portal. It is not allowed, toblock by MICE access generated contents, to overwrite or to modify or in any other way to intervene distractive in the online portal. Members arefurthermore not allowed, to take steps, which could lead to system interferences to the infrastructure of MICE access.

§ 7 copyright

All rights regarding MICE access – this includes all relations, conditions, descriptions, data, procedures and knowhow – are solely for MICE access.Same counts for all copyrights, trademarks and all other immaterial rights to and regarding MICE access. On MICE access uploaded content arenot allowed, without any permission of the copy right owners, to be copied or circulated. Every form of copy, reproduction or any other case ofimitation is without any explicit consent via MICE access prohibited.

§ 8 Taking over of the contract by third parties

MICE access has the right, with an advance notice of four weeks, to transfer his right and obligations of the with the members concluded contractrelationships in total or partly to third parties. The right of the member to terminate the user contract as per § 5 remains also in this case

§ 9 Data protection

In order to duly proceed the placing of order, especially to ensure the notification obligations as per these GTC, it is of need, to save and processpersonal data of the members. MICE access ensures the confidential handling with this data as a measure to the legal regulations. The members ofthe online portal explicitly agree to the saving and processing of their data. Each member can look at his saved data and change these at any time.By request the personal data will be deleted. With the deletion of the personal data the usage of the online portal can be limited or excluded.

This website uses Google Adsense, an advertisement service of Google Inc., Montain View, USA ("Google"). Google Adsens uses "Cookies" which are stored by your browser (e.g. as small text files) on your computer and which allow an analysis of your usage of this website. Google Adsense also uses so-called "Web Beacons" (little invisible images) to collect information. By using Web Beacons simple actions like visitor traffic on the website may be recorded and collected. The information about your usage of the website generated by the cookies and/or Web Beacons (including your IP address) will be transmitted to a server of Google in the United States of America and will be stored there. Google will use this information to analyze your usage of this website regarding the advertisements displayed and to create reports about the website activities and advertisements for the website operator and to provide further services connected with the website and internet usage. Further Google might transmit this information to third parties, if this is prescribed by law or if third parties process this information by request of Google. You can avoid the storage of cookies on your computer by changing your browser settings to "do not accept any cookies". We advice that in this case you might not be able to use all of this websites functionality. By using this website you agree to the usage of the data collected by your website usage by Google in the way described above.

Registered customers agree to receive newsletter from my-conferencehotel.com at irregular intervals.

§ 10 Statistical analysis using PIWIK:

This website uses PIWIK, an open-source software for the statistical analysis of visitor requests. PIWIK uses "cookies" which are text files that are stored on your computer and allow an analysis of your use of the website.The information about your use of this web site which is generated by the cookie are stored on the server of the MICE access GmbH in Germany. Your IP address will be anonymized immediately after processing and before storage.

All data is captured solely in order to improve our service, a backtracking of a particular individual is not possible and this information will never be disclosed to third parties. PIWIK requires JavaScript to collect the data. When JavaScript is activated, the following data is collected anonymously:

  • Access time
  • Length of stay
  • Pages you visited
  • Origin (referrer)
  • Operating system and browser
  • Plugins that have been installed and screen resolution

§ 11 Privacy terms google analytics

This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in the United States. In case IP-anonymisation is activated on this website, your IP address will be truncated within the area of Member States of the European Union or other parties to the Agreement on the European Economic Area.

Only in exceptional cases the whole IP address will be first transfered to a Google server in the USA and truncated there. The IP-anonymisation is active on this website. Google will use this information on behalf of the operator of this website for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing them other services relating to website activity and internet usage. The IP-address that your Browser conveys within the scope of Google Analytics will not be associated with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

You can also opt-out from being tracked by Google Analytics with effect for the future by downloading and installing Google Analytics Opt-out Browser Addon for your current web browser.

§ 12 changes to these GTC, severability clause

MICE access reserves its rights to change these GTC at any time and without naming any reasons. The changed GTC, are considered to have been accepted, as long as the member does not dissent the validity of the new GTC within 2 weeks via Email. MICE access will point out the twoweeks deadline to the member in the mail, which includes the changed conditions. Should any of the provisions of these conditions or of otherterms agreed be or become void, the validity of the remaining parts of these conditions shall not be affected. The contract partners are obliged toreplace a void or inexecutable condition with such a condition that covers the meaning and purpose of the void and inexecutable condition as perthe both parties economical wishes at most.

Terms and conditions for hotels (contractor)

These are the general terms and conditions (hereafter “GTC”) of the MICE access GmbH and MICE access (as mediator) regarding the use of the software MICE access (hereafter: “online-portal”). The GTC determine: the contractual relationship between MICE access and the natural and juristic persons, using the services of MICE access (including partner agencies) which are called “members” below. Members (hotels) which submit proposals upon receiving requests will be called “contractor” below. Members (clients) who place requests and bookings into the online-portal, are also called “clients”. Whilst using the services of MICE access a contract, applying to these GTC, of the usage for the online portal (“user contract”) with MICE access and the relevant user comes into force.

Right of Withdrawal:

Every member can withdraw his declaration of consent respective to the conclusion of a contract and to these GTC within two weeks in written, without naming any reasons (as letter, fax, e-mail). The deadline begins with the contacting and usage of the services of MICE access (including partner agencies). In order to ensure the deadline the sending of the withdrawal in due time is sufficient. The withdrawal is to be addressed to: MICE access GmbH, Ohechaussee 5, D-22848 Norderstedt, or via e-mail to: info@mice-access.com. This right of withdrawal relates only to the user contract. MICE access points out that confidentiality for any uncoded data transferred in the internet cannot be guaranteed.

§ 1 Service

MICE access and the partner agencies procure hotel and congress rooms for exhibitions, congresses and business trips to the clients. MICE access (including partner agencies) acts solely as a broker for a business between the client and the contractor. The reservation and accommodation contract will be concluded directly between the client (customer) and contractor (hotel).

MICE access and the partner agencies provide the visitors of the websites and partner sites with information about the registered hotels. The information are looked after by the registered hotel. MICE access and its partners are not responsible for the data of the registered hotels. Each hotel which is registered may change and complete its own data at any time without examination by MICE access.

§ 2 fees

In the case of success, MICE access charges the contractor a commission for the arrangement of a booking by the client to the contractor which is due within 14 days after issuing the invoice. The commission can be chosen by the contractor whilst submitting the proposal and can be chosen between 8% and 15% of the rate for overnight stays of the booked hotel room or on booked conferences between 5% and 15%. The commission is due, when a business has been arranged for the contractor and when there is an entitlement for payment by the customer (generally after the departure of the hotel guests.)

§ 3 Rules of conduct for contractor und dismissal

Members, who disregard these GTC, valid rights or any other, for or in view of MICE access relevant circumstances, can be blocked by MICE access permanently or for a period of time. In the case of a blocking MICE access can delete the uploaded content. MICE access can block a member, especially if:

  • the member enters wrong details into his personal data,
  • the member infringes rights of third parties whist using MICE access,
  • there are justified indications of financial difficulties of the member,
  • there are secondary agreements after a request between client and contractor, without any previous allowance by MICE access.
  • There are other important reasons for a blocking.

Blocked members must not continue using MICE access or re-register using another name. In the case of a blocking MICE access limits the scope of using of MICE access for the blocked member. Blocked members can only use MICE access after the blocking has been undone. MICE access is not liable for damages occurring due to the blocking. There is no entitlement for the member to have his rights of use restored during the case of a blocking. MICE access reserves its rights to cancel the contract of use of blocked members at any time.

Communication between contractor and client

The company’s name of the client will already be revealed to the contractor when submitting a request. Unless otherwise specified, it is generally prohibited that the contractor contacts the client directly in order to influence the process of the request. In case the client uses the request procedure of MICE access Version 4.0 or the contractor had booked a Premium Option before and transmitted a valid offer via MICE access, the communication between the contractor and client is permitted. In this case, the contractor will be advised of this possibility. Existing framework agreements or corporate contracts between the client and the contractor will be not be accounted for at requests via MICE access. Unless stated otherwise, the client will be contacted only after a firm booking and only by the selected contractor.

The booking of a proposal which has been transmitted by the contractor may only be made exclusively via the MICE access system - it does not matter if the client’s booking wish is expressed whilst the request is running, after the request has run out or if the client approached the contractor after initially declining the proposal.

Should the client express his booking wish to the contractor after the runtime has already run out, the contractor will inform the responsible supplier (which is named in the request) or MICE access, so that the booking can be made via the MICE access system.

For a breach of this regulation the contractor will be charged through MICE access with a penalty by invoice in the amount of the mediation commission of the expected business. In addition, the contractor can be excluded from MICE access.

§ 4 Offers and bookings

MICE access solely acts as broker. A liability for the content, procedure or the payment of the event or the booked overnight stays in the hotel is in any case excluded. The customer has the right, after the firm booking via MICE access, to provide the booked hotel all requested date for the booking. The contractor is obliged to send the customer, after the group or meetings booking (MICE access groups and MICE access meetings) via the online portal a confirmation of reservation with details in respective to the payment and cancellation. This should be reconfirmed by the customer in written. The event or accommodation contract is concluded directly between the contractor and the client. MICE access is not liable for any damages occurred to the hotel in any way by the event or the customer. MICE access has no influence for the contents in the offers sent by the contractor. The liability for correct details in the offers is in any case excluded. Every offer, shown in the online portal, is non-binding.If the booking of the customer is done via the individual booking module MICE access individual, the differing GTC from our partner Booking.com apply. These are directly visible whilst performing the individual bookings.

Published media

The contractor confirms with the publishing of media (pictures, texts, videos) on the websites of MICE access, that the publishing does not infringe the rights of third parties and that the contractor is the holder of the copyrights of the published meda and allows MICE access unrestricted right of use for the relevant media.

§ 5 Applicable law, written form, place of jurisdiction

The using of the online portal is liable to the valid laws of the federal republic of Germany and these GTC. All explications, in context to the future’swith MICE access concluded user contract, have to be sent in written or via email. MICE access reserves the right to change the above mentionedemail address at the own discretion. In such case MICE access informs the member about the change of the email address. If the user is a consumer, then the user contract and the GTC are liable to the law of the federal republic of Germany, as long as these not opposed to cogentstatutory regulations, especially consumer protection legislation.

§ 6 Duration of contract and termination

The contract is concluded for an unlimited period of time and can be terminated by both contract partners within a deadline of 14 days to the end ofthe month. The right of a termination due to an important reason, especially during a breach of the conduct remains hereby unaffected. Theentitlement of the agreed commission remains also for MICE access after the termination.

§ 7 Disorder of the online portal

Members are not allowed to use mechanism, software or other scripts, which could disorder the functionality of the online portal. It is not allowed, to block by MICE access generated contents, to overwrite or to modify or in any other way to intervene distractive in the online portal. Members are furthermore not allowed, to take steps, which could lead to system interferences to the infrastructure of MICE access.

§ 8 Copyright

All rights regarding MICE access – this includes all relations, conditions, descriptions, data, procedures and know how – are solely for MICE access.Same counts for all copyrights, trademarks and all other immaterial rights to and regarding MICE access. On MICE access uploaded content are not allowed, without any permission of the copy right owners, to be copied or circulated. Every form of copy, reproduction or any other case of imitation is without any explicit consent via MICE access prohibited.

§ 9 Taking over of the contract by third parties

MICE access has the right, with an advance notice of four weeks, to transfer his right and obligations of the with the members concluded contract relationships in total or partly to third parties. The right of the member to terminate the user contract as per § 6 remains also in this case

§ 10 Data protection

In order to duly proceed the placing of order, especially to ensure the notification obligations as per these GTC, it is of need, to save and process personal data of the members. MICE access ensures the confidential handling with this data as a measure to the legal regulations. The members of the online portal explicitly agree to the saving and processing of their data. Each member can look at his saved data and change these at any time.If contact details are transferred to the contractors, then are these data not allowed to be used for any other purposes, as to give offers in terms ofthis online portal, especially the forwarding of such data to third parties is not allowed. By request the personal data will be deleted. With the deletion of the personal data the usage of the online portal can be limited or excluded.The member is informed that the details that he gives within the present contract relationship (especially name, address, email address and phone number) to MICE access are sourced, processed and utilized in an automated procedure to the extend required for the substantiation,arrangement or amendment of the contractual relationship. MICE access acquires personal related data, in order to proceed your requests secure and reliable. Personal related data is only made accessible enough, as needed for the use of MICE access. (such as forwarding the address data to interested contractors after placing the request) MICE access uses your data to support your enquiries, or your order process and to communicate with you. Your data is of need to offer you services and support, to keep you updated with present request and to personalize MICE access such as to fit your needs.

Mice access is principally allowed to process and use personal related data internally, in order to uncover and to prevent performances which are unlawful or contrary to contract, insofar as there is concrete evidence. The messages, sent via MICE access, from members to other members are saved by MICE access and are randomly tested for offences unlawful or contrary to the general terms and condition of MICE access.

This website uses Google Adsense, an advertisement service of Google Inc., Mountain View, USA ("Google"). Google Adsense uses "Cookies" which are stored by your browser (e.g. as small text files) on your computer and which allow an analysis of your usage of this website. Google Adsense also uses so-called "Web Beacons" (little invisible images) to collect information. By using Web Beacons simple actions like visitor traffic on the website may be recorded and collected. The information about your usage of the website generated by the cookies and/or Web Beacons (including your IP address) will be transmitted to a server of Google in the United States of America and will be stored there. Google will use this information to analyze your usage of this website regarding the advertisements displayed and to create reports about the website activities and advertisements for the website operator and to provide further services connected with the website and internet usage. Further Google might transmit this information to third parties, if this is prescribed by law or if third parties process this information by request of Google. You can avoid the storage of cookies on your computer by changing your browser settings to "do not accept any cookies". We advice that in this case you might not be able to use all of this websites functionality. By using this website you agree to the usage of the data collected by your website usage by Google in the way described above.

Registered hotels agree to receive newsletter from MICE access at irregular intervals.

§ 11 Statistical analysis using PIWIK:

This website uses PIWIK, an open-source software for the statistical analysis of visitor requests. PIWIK uses "cookies" which are text files that are stored on your computer and allow an analysis of your use of the website.The information about your use of this web site which is generated by the cookie are stored on the server of the MICE access GmbH in Germany. Your IP address will be anonymized immediately after processing and before storage.

All data is captured solely in order to improve our service, a backtracking of a particular individual is not possible and this information will never be disclosed to third parties. PIWIK requires JavaScript to collect the data. When JavaScript is activated, the following data is collected anonymously:

  • Access time
  • Length of stay
  • Pages you visited
  • Origin (referrer)
  • Operating system and browser
  • Plugins that have been installed and screen resolution

§ 12 Privacy terms google analytics

This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in the United States. In case IP-anonymisation is activated on this website, your IP address will be truncated within the area of Member States of the European Union or other parties to the Agreement on the European Economic Area.

Only in exceptional cases the whole IP address will be first transfered to a Google server in the USA and truncated there. The IP-anonymisation is active on this website. Google will use this information on behalf of the operator of this website for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing them other services relating to website activity and internet usage. The IP-address that your Browser conveys within the scope of Google Analytics will not be associated with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

You can also opt-out from being tracked by Google Analytics with effect for the future by downloading and installing Google Analytics Opt-out Browser Addon for your current web browser.

§ 13 changes to these GTC, severability clause

MICE access reserves its rights to change these GTC at any time and without naming any reasons. The changed GTC, are considered to have been accepted, as long as the member does not dissent the validity of the new GTC within 2 weeks via Email. MICE access will point out the two weeks deadline to the member in the mail, which includes the changed conditions. Should any of the provisions of these conditions or of other terms agreed be or become void, the validity of the remaining parts of these conditions shall not be affected. The contract partners are obliged to replace a void or inexecutable condition with such a condition that covers the meaning and purpose of the void and inexecutable condition as perthe both parties economical wishes at most.

my-conferencehotel.com | Email: request@my-conferencehotel.com | Phone: +49 (0) 8142 3058470