Version 1.0 · July 2026 · Legal Department

1.1 This Policy applies to all events organized, co-organized, or hosted by Kaiko or any of its affiliates (the "Organizer"), whether held in person, online, or in hybrid format, including conferences, seminars, webinars, roundtables, workshops, and networking or hospitality events (each an "Event"). It applies to all persons attending, speaking at, exhibiting at, or otherwise participating in an Event (each a "Participant").

1.2 In this Policy, "Event Media" means photographs, video recordings, audio recordings, screen captures, and livestreams captured at or in connection with an Event by or on behalf of the Organizer or its authorized service providers.

1.3 Registering for an Event, accepting an invitation to an Event, confirming participation as a Speaker, entering the Event venue, or joining an online Event constitutes acceptance of this Policy. No separate signature or release form is required for this Policy to apply.

1.4 This Policy is published on the Organizer's website and referenced in Event invitations and registration materials. The Organizer may update this Policy from time to time; the version in force on the date of the relevant Event applies to that Event.

2.1 Events, including sessions, panels, networking areas, and common spaces, may be photographed, filmed, and/or recorded. Recording may occur at any time during an Event.

2.2 Notice of recording will be displayed at Event entrances and, where practicable, in session rooms, or announced at the start of online Events. By entering the Event venue or joining an online Event, Participants acknowledge that they have been informed of the recording activities described in this Policy.

3.1 The Organizer may capture and use Event Media in which attendees appear, incidentally or as part of crowd, audience, or ambiance footage, for the following purposes: (a) documenting and reporting on the Event; (b) promoting the Event, future events, and the Organizer's products, services, and activities; and (c) publication on the Organizer's websites, social media channels, newsletters, press materials, and marketing collateral.

3.2 The Organizer processes such images and recordings on the basis of its legitimate interest in documenting and promoting its events (Article 6(1)(f) GDPR). Attendees are not individually identified by name, tagged, or singled out in published Event Media without their separate consent.

3.3 Participants are not entitled to any fee, royalty, or other compensation in connection with the capture or use of Event Media, and have no right to inspect or approve Event Media, or the editorial or promotional context in which it is used, prior to publication.

4.1 By confirming participation as a speaker, panelist, moderator, or presenter (each a "Speaker"), the Speaker grants the Organizer a non-exclusive, worldwide, royalty-free, sublicensable license, for the duration of the applicable intellectual property and image rights, to record, reproduce, edit, adapt (including excerpting, subtitling, and translating), publish, distribute, publicly communicate, and archive: (a) the Speaker's presentation, remarks, and session participation, including any slides or materials presented (subject to Section 4.3); and (b) the Speaker's name, likeness, voice, image, title, affiliation, and biographical information, in each case in connection with the Event Media and for the purposes set out in Section 3.1.

4.2 The license in Section 4.1 includes making session recordings available on-demand (in whole or in part) on the Organizer's channels, and remains effective, with respect to Event Media already produced or published, notwithstanding any subsequent withdrawal of participation, except where revocation is required by applicable law. It does not transfer ownership of the Speaker's underlying intellectual property, which remains with the Speaker or its rights holders.

4.3 The Speaker represents and warrants that the materials they present do not infringe third-party rights and that they have full authority to grant the license in Section 4.1, and shall hold the Organizer harmless from claims arising from a breach of this representation. Where a Speaker's employer requires specific restrictions (e.g., no on-demand publication), the Speaker must notify the Organizer in writing no later than ten (10) business days before the Event, and the parties will agree reasonable accommodations.

4.4 No fee or royalty is payable in respect of the license granted under this Section 4, the parties acknowledging that participation in and promotion through the Event constitutes adequate consideration.

5.1 Participants may take photographs and short recordings for personal, non-commercial use, unless otherwise indicated for specific sessions. Commercial use, systematic recording of full sessions, and any recording where "no recording" is indicated are prohibited without the Organizer's prior written authorization.

5.2 Participants must respect other Participants' stated objections to being photographed or recorded, and must not use Event Media, or the Organizer's or an Event's names or logos, in a manner suggesting endorsement, partnership, or affiliation without the Organizer's prior written authorization.

5.3 The Organizer may refuse entry to, or require the removal of, any Participant who materially breaches this Section 5, without refund of any registration fee, and may require the deletion of recordings made in breach of Section 5.1, without prejudice to any other rights or remedies.

6.1 Accredited journalists, media partners, and sponsors may attend and cover Events. The Organizer is not responsible for photographs, recordings, or publications made by third parties or by other Participants acting outside the Organizer's instructions.

7.1 Personal data contained in Event Media is processed in accordance with the Organizer's Privacy Policy, available here. The Organizer is the data controller. Participants may exercise their rights of access, rectification, erasure, and objection under the GDPR by contacting dpo@kaiko.com.

7.2 Event Media is retained for as long as necessary for the purposes set out in this Policy, subject to the retention periods stated in the Privacy Policy.

8.1 This Policy is governed by French law. Any dispute relating to this Policy that cannot be resolved amicably shall be submitted to the competent courts of Paris, without prejudice to mandatory jurisdiction rules protecting consumers.

8.2 In case of conflict between this Policy and any event-specific terms, registration conditions, or invitation materials, this Policy prevails with respect to Event Media, unless the event-specific terms expressly state otherwise.

8.3 The Organizer is under no obligation to capture, use, or publish any Event Media. Any failure by the Organizer to enforce a provision of this Policy does not constitute a waiver of that provision. If any provision of this Policy is held unenforceable, the remainder continues in effect.