Terms & Conditions

REGULATIONS FOR MEDICAL TRAINING COURSES ORGANIZED BY MEDISFERA SP. Z O.O.

For the purposes of these Regulations, the following terms shall have the meanings set out below:

Organizer – Medisfera Spółka z ograniczoną odpowiedzialnością, entered in the Register of Entrepreneurs of the National Court Register under KRS No. 0000659104, NIP 9512427309, REGON 366365063, with its registered office in Warsaw at ul. Bruzdowa 60F, 02-991 Warsaw, Poland.
Training Course – any training course, course, workshop, seminar, lecture, practical session or other educational or scientific event organized by the Organizer, regardless of whether it is conducted in person, online or in a hybrid format.
Participant – a natural person who has registered for a Training Course, fulfilled the applicable participation requirements and whose participation has been confirmed by the Organizer.
Registration – the process of applying to participate in a Training Course by completing the registration form or using another registration method specified by the Organizer.
Training Coordinator – a person appointed by the Organizer to supervise the organizational and administrative aspects of a Training Course and to coordinate communication with Participants, lecturers, instructors and technical personnel.
Lecturer – a person conducting lectures, presentations or other theoretical parts of a Training Course.
Instructor – a person responsible for conducting or supervising practical exercises and for providing Participants with substantive and technical guidance during the practical component of a Training Course.
Technical Personnel – persons responsible for the technical, logistical, sanitary, organizational or safety-related support of a Training Course.
Training Venue – the premises or facility where a Training Course or any part thereof is conducted, including the Organizer’s premises and any other facility designated by the Organizer.
Wet Lab – a room or designated area intended for practical training involving the use of anatomical specimens or other biological material.
Practical Component – the part of a Training Course involving practical exercises, demonstrations, procedures, simulations or other hands-on activities.
Hands-on Participant – a Participant authorized to perform practical exercises or procedures within the scope and under the conditions specified in the program of the relevant Training Course.
Observer – a Participant authorized to attend and observe a Training Course or its practical component without independently performing procedures on anatomical specimens, unless the Organizer expressly provides otherwise.
Anatomical Specimen – a human anatomical specimen or part thereof donated for scientific and educational purposes and used during a Training Course in accordance with applicable laws, ethical standards and the Organizer’s procedures.
Biological Material – any material of human or animal origin that may pose a biological hazard, including anatomical specimens, tissue fragments, bodily fluids and other materials generated or used during practical sessions.
Donor – a deceased person whose anatomical specimen has been donated for scientific and educational purposes in accordance with applicable laws and procedures.
Personal Protective Equipment – protective clothing, gloves, masks, protective eyewear, caps, shoe covers and any other protective equipment required by the Organizer or the Training Venue.
Training Materials – presentations, scripts, manuals, instructions, graphics, photographs, recordings, documents and other educational content made available to Participants in connection with a Training Course.
Participation Fee – the fee payable by a Participant for participation in a paid Training Course, in the amount and within the deadline specified by the Organizer.
Registration Confirmation – a message or other communication sent by the Organizer confirming that a Participant’s registration has been accepted.
Training Program – the description of the subject matter, objectives, schedule, scope, methods and practical or theoretical components of a Training Course.
Quality Management System – the internal system of procedures and instructions applicable at Medisfera Sp. z o.o., including procedures governing the receipt, storage, transport, use and handling of anatomical specimens and biological material.
SOP – a standard operating procedure forming part of the Organizer’s Quality Management System.
Exposure to Biological Material – any event involving contact of biological material with the skin, damaged skin, mucous membranes or eyes, including needlestick injuries, cuts, splashes or other incidents that may create a risk of infection or other harm.
Safety Rules – all rules, instructions, procedures and requirements concerning occupational safety, hygiene, biological safety, fire safety, the use of equipment and the conduct of Participants during a Training Course.
Force Majeure – an event beyond the reasonable control of the Organizer that prevents or materially impedes the organization or conduct of a Training Course, including natural disasters, epidemics, pandemics, war, civil unrest, governmental restrictions, failures of utilities or infrastructure and other unforeseeable events.
Personal Data – any information relating to an identified or identifiable natural person, processed by the Organizer in connection with the organization and conduct of a Training Course.
Regulations – these Regulations for Medical Training Courses Organized by Medisfera Sp. z o.o., together with any documents expressly incorporated into them or applicable to a particular Training Course.
Training Partner – a healthcare entity, university, institute, scientific institution, scientific society, manufacturer, distributor of medical devices or other entity cooperating with the Organizer in the organization or conduct of a Training Course.
Training Area – the rooms and areas designated by the Organizer for the conduct of a Training Course, including lecture rooms, practical workstations, Wet Lab premises and other areas accessible to Participants.
Authorized Person – a person authorized by the Organizer to perform specific activities or access designated areas, equipment, documentation, anatomical specimens or biological material.
Applicable Law – all laws, regulations, administrative requirements, ethical standards and other legally binding rules applicable to the organization and conduct of a Training Course, the handling of anatomical specimens and the processing of personal data.

§ 1. General Provisions

These Regulations define the rules governing the organization, registration, participation and conduct of medical training courses organized by Medisfera Sp. z o.o., hereinafter referred to as the “Organizer”.
These Regulations apply to all training courses, courses, workshops and other educational and scientific events organized by the Organizer, regardless of the place or form in which they are conducted, unless separate regulations have been established for a particular event. In the case of training courses that include a practical component involving the use of anatomical specimens, the provisions of these Regulations shall apply together with the applicable procedures of the Medisfera Sp. z o.o. Quality Management System, in particular:
a) SOP-01 – Procedure for the Receipt of Anatomical Specimens,
b) SOP-02 – Procedure for the Storage, Distribution and Transport of Anatomical Specimens,
c) SOP-03 – Procedure for the Organization and Conduct of Training Courses Using Anatomical Specimens,
d) SOP-04 – Procedure for Handling Exposure to Biological Material,
e) SOP-05 – Procedure for Cleaning, Disinfection and Preparation of Training Rooms,
f) SOP-06 – Procedure for Medical Waste Management.
The purpose of training courses organized by Medisfera Sp. z o.o. is to improve the knowledge, qualifications and practical skills of participants in accordance with current medical knowledge, scientific standards and safety principles.
The detailed scope, program, date, venue, target group, conditions of participation and fees shall be specified each time in the information concerning the relevant training course.

§ 2. Organizer

The Organizer of the training courses is Medisfera Sp. z o.o., entered in the Register of Entrepreneurs of the National Court Register under KRS No. 0000659104, NIP 9512427309, REGON 366365063, with its registered office in Warsaw, at ul. Bruzdowa 60F, 02-991 Warsaw, Poland.
The Organizer may be contacted in particular by e-mail at: biuro@medisfera.pl (or magda.wisniewska@medisfera.pl) and by telephone at +48 502 646 723.
The Organizer may conduct training courses independently or in cooperation with healthcare entities, universities, institutes and scientific institutions, scientific societies, manufacturers or distributors of medical devices, entities operating in the medical sector and other domestic and international partners.
Training courses may be held at the Organizer’s premises or at other facilities providing appropriate organizational, sanitary, technical and safety conditions. In the case of training courses involving the use of anatomical specimens, practical sessions shall be conducted exclusively in facilities providing the conditions necessary for the safe handling of biological material.

§ 3. Training Participants

Depending on their subject matter and nature, training courses organized by Medisfera Sp. z o.o. may be intended in particular for:
a) physicians,
b) dentists,
c) veterinarians,
d) physiotherapists,
e) nurses and midwives,
f) paramedics,
g) students of medical-related fields of study,
h) representatives of other medical professions.
The Organizer may establish additional requirements for a given training course, concerning in particular profession, specialization, experience, qualifications held or stage of education.
The Organizer has the right to verify whether the conditions for participation have been met, in particular by requesting a document confirming the right to practice a profession, specialization, student status or other qualifications required for a given training course.
The number of participants in a training course may be limited due to the training program, the nature of the practical sessions, the number of available workstations, anatomical specimens, equipment or safety requirements.
Qualification for participation in a training course shall be determined by fulfillment of the conditions of participation and, unless otherwise specified by the Organizer, the order in which properly completed registrations are received.
Only the person whose details were provided during registration may participate in the training course. Transfer of participation to another person requires the Organizer’s prior consent.
If the Organizer provides for different categories of participation, in particular a “Hands-on Participant” and an “Observer”, the scope of rights of each category shall be specified in the offer for the relevant training course. An Observer shall not be entitled to perform procedures on anatomical specimens unless the Organizer expressly provides otherwise.

§ 4. Registration and Conclusion of the Agreement

Registration for a training course shall be carried out using the registration form made available by the Organizer or in another manner specified in the information concerning the relevant training course.
The person registering is obliged to provide data that is accurate and consistent with the actual state of affairs.
The conditions for participation in a training course are:
a) proper completion of registration,
b) provision of the data required by the Organizer,
c) fulfillment of the qualification requirements established for a given training course, if applicable,
d) acceptance of these Regulations,
e) payment of the required fee in the case of a paid training course, unless the Organizer has established other conditions.
Completion of registration constitutes an application to participate in the training course.
The agreement for participation in the training course shall be concluded upon the participant’s receipt of confirmation from the Organizer that the registration has been accepted, unless otherwise specified in the conditions applicable to the relevant training course.If it is necessary to supplement any data, the Organizer may contact the person registering in order to obtain the missing information.
The Organizer may refuse to accept a registration, in particular in the event of:
a) exhaustion of the available places,
b) failure to meet the qualification requirements,
c) provision of incorrect or incomplete data,
d) failure to make the required payment,
e) other justified organizational reasons or reasons related to training safety.

§ 5. Fees, Cancellation of Participation and Cancellation of the Training Course

The amount of the participation fee, payment deadline and method, as well as the scope of services included in the fee, shall be specified in the information concerning the relevant training course.
Final confirmation of participation in a paid training course may be conditional upon payment being made within the deadline specified by the Organizer.
If payment is not made within the required deadline, the Organizer has the right, taking into account the conditions established for the relevant training course, to cancel the participant’s registration.
Cancellation of participation in a training course requires the participant to provide the Organizer with appropriate notification in writing or electronically.
The rules governing the refund of fees paid in the event of cancellation by the participant shall be specified each time in the conditions applicable to the relevant training course, offer or agreement.
In the event of a participant’s absence from the training course, the fee paid shall not be refunded unless the conditions applicable to the relevant training course provide otherwise.
The Organizer reserves the right to cancel, postpone or change the format of a training course for organizational reasons or reasons beyond the Organizer’s control, in particular due to an insufficient number of participants, unavailability of a lecturer or instructor, unavailability of the facility, equipment or anatomical specimens, unforeseen events or force majeure.
In the event of cancellation of a training course, the Organizer shall inform the participants of the situation and, in the case of a paid training course, shall offer to transfer the fee paid to another date or refund the fee. The Organizer shall not be liable for additional costs incurred by the participant in connection with participation in the training course, in particular travel or accommodation costs, unless mandatory provisions of law provide otherwise

§ 6. Organization and Conduct of the Training Course

The program, schedule and venue of the training course shall be determined by the Organizer.
The Organizer reserves the right to make justified changes to the program, schedule, order of sessions, lecturers or instructors, provided that such changes do not alter the fundamental nature and purpose of the training course.
The Organizer shall provide the premises, equipment and materials necessary to conduct the training course in accordance with its program.
In the case of practical training courses, the Organizer shall provide a number of training workstations appropriate to the nature of the relevant training course.
Participants are required to arrive on time for sessions and to comply with the instructions of the Organizer, Training Coordinator, lecturers, instructors and technical personnel.
If name badges are used during the training course, the participant is required to keep their badge with them at all times while in the training area and to present it upon the Organizer’s request.
The Organizer may refuse to allow a participant to take part in the practical component or may exclude the participant from the training course if their conduct violates these Regulations, safety rules or staff instructions, or poses a threat to themselves or other persons.
Participation in the practical component of the training course while under the influence of alcohol, narcotic substances or other substances that may impair the ability to safely perform practical activities is prohibited.

§ 7. Educational Nature of the Training Course

Training courses organized by Medisfera Sp. z o.o. are educational in nature and are intended to expand participants’ knowledge and improve their skills.
Participation in a training course, including completion of practical training involving anatomical specimens, does not constitute the granting of professional authorization or confirmation of competence to independently perform a specific medical procedure.
The participant is responsible for applying the knowledge and skills acquired during the training course in their professional practice in accordance with their qualifications and professional authorizations, applicable laws, current medical knowledge and the rules governing the practice of the relevant profession. Techniques, procedures, solutions and methods presented during the training course are educational in nature and should in each case be assessed by the participant with regard to their application in specific clinical circumstances.

§ 8. Training Courses Involving Anatomical Specimens

The practical component of selected training courses may be conducted using human anatomical specimens donated for scientific and educational purposes in accordance with applicable laws and requirements governing their procurement and use.
Anatomical specimens used during training courses constitute an exceptional gift donated for scientific and educational purposes. Each participant is required to treat them with due seriousness and respect and to respect the dignity of the donors.
Anatomical specimens may be used exclusively within the scope resulting from the program of the relevant training course and in accordance with the instructions of the instructors.
Due to natural anatomical variability, the condition of the specimen and the individual characteristics of the donor, the Organizer does not guarantee that all procedures included in the training program can be performed on every specimen.
In the event of anatomical or technical limitations or other circumstances preventing a particular procedure from being performed, the instructor may appropriately modify the scope of exercises performed at a given workstation.
Participants are prohibited from:
a) removing anatomical specimens or any parts thereof from the designated area,
b) collecting, retaining or taking away tissue fragments or other biological materials,
c) using anatomical specimens in a manner unrelated to the training program,
d) undertaking activities that may violate the dignity of the donor,
e) removing, altering or relocating identification markings, labels, numbers or other elements used for the identification and record-keeping of anatomical specimens,
f) photographing identification markings or documentation relating to anatomical specimens,
g) independently moving anatomical specimens between rooms, unless this is done upon explicit instruction and under the supervision of personnel.
Tissue fragments generated during procedures may only be placed in containers indicated by Wet Lab personnel. It is prohibited to place anatomical material in municipal waste containers or other containers not designated for this purpose.
All activities related to the receipt, storage, preparation, distribution, use and final handling of anatomical specimens shall be performed by authorized personnel in accordance with the Organizer’s applicable procedures.Violation of the rules governing the handling of anatomical specimens may result in the participant’s immediate exclusion from the training course without the right to a refund of the fee paid, insofar as such action by the Organizer is permitted under applicable law.

§ 9. Access to the Wet Lab

Access to rooms in which anatomical specimens are stored or used shall be limited exclusively to participants in the relevant training course who are duly authorized to participate in the sessions, lecturers, instructors, technical personnel and other persons previously authorized by the Organizer. Third parties, including accompanying persons, are prohibited from entering the Wet Lab without the Organizer’s prior consent.
The Organizer may maintain a record of persons having access to Wet Lab premises.
Participants are required to remain only in the rooms and areas designated by the Organizer.
Participants are prohibited from independently entering specimen storage rooms, technical rooms, storage areas or other areas reserved for personnel.
Eating and drinking, smoking tobacco and using electronic cigarettes are prohibited in Wet Lab premises. Food and beverages may only be consumed in areas designated by the Organizer.

§ 10. Safety and Hygiene During Practical Sessions

Each participant is required to comply with the safety, hygiene and biological safety rules applicable at the training venue.
Before the practical component begins, participants shall be informed of the safety rules, organization of workstations and procedures to be followed in emergency situations.
Participants are required to use the required personal protective equipment, in particular protective clothing, gloves, masks, protective eyewear, caps, shoe covers or other protective equipment indicated by the Organizer.
Participants are required to use tools, devices and medical equipment in accordance with their intended purpose, instructions and the directions of the instructors.
Particular care must be taken when using sharp instruments, needles, scalpels, saws, power tools and other equipment capable of causing injury. In the event of:
a) a needlestick injury,
b) a cut,
c) contact of biological material with damaged skin or mucous membranes,
d) splashing of biological material,
e) damage to personal protective equipment,
f) equipment failure,
g) any other event that may constitute a hazard,
the participant is required to immediately stop the activity being performed and inform the Instructor, Training Coordinator or another person designated by the Organizer.
In the event of exposure to biological material, SOP-04 and the rules applicable at the training venue shall apply.
The participant is required to report any observed hazards or irregularities that may affect the safety of participants or personnel.
A participant who has health-related circumstances that may affect the safety of their participation in practical sessions, in particular hypersensitivity to chemicals used in the laboratory, should inform the Training Coordinator before the start of the sessions to the extent necessary to ensure safety. If a participant experiences shortness of breath, dizziness, an allergic reaction, irritation of the skin, eyes or respiratory tract, or other concerning symptoms during the sessions, the participant should immediately stop working and inform the personnel.
Before leaving the Wet Lab, the participant is required to remove personal protective equipment in the manner indicated by the personnel and wash and/or disinfect their hands in accordance with the applicable rules.
The Organizer has the right to immediately remove from practical activities any person who fails to comply with safety rules.

§ 11. Prohibition of Photography, Recording and Publication

Without the Organizer’s prior consent, it is prohibited to record the course of the training in the form of photographs, audio recordings, video recordings, online broadcasts or by any other means of recording image or sound if the Organizer has imposed such a prohibition for the relevant training course or any part thereof.
In rooms in which anatomical specimens are used, photography, audio and video recording and broadcasting are prohibited unless the Organizer has given prior express consent for specific activities.
It is prohibited to publish on the Internet, social media, messaging platforms, advertising materials or in any other form photographs or recordings depicting anatomical specimens without the Organizer’s prior written consent.
The prohibition also applies to photographs and recordings enabling the identification of specimen markings, documentation or other information concerning the donor.
At the Organizer’s instruction, a participant may be required to leave their mobile phone, camera, video camera or other device capable of recording image or sound outside the Wet Lab or in a place designated by the Organizer.
The Organizer may designate persons authorized to create official photographic or video documentation of the training course.

§ 12. Confidentiality and Respect for the Dignity of Donors

All anatomical specimens used during training courses constitute an exceptional gift donated for scientific and educational purposes.
Each participant is required to show due respect for anatomical specimens and to respect the dignity of the donors.
Information concerning donors and anatomical specimens, in particular identification markings, documentation and information concerning the procurement, transport, storage and use of specimens, may not be recorded or disclosed to unauthorized persons.
Participants are required to maintain the confidentiality of information that has been expressly designated as confidential by the Organizer, lecturer, instructor or training partner, or whose confidential nature is apparent from the circumstances.
The obligation to respect the dignity of donors and maintain confidentiality shall continue to apply after completion of the training course. It is prohibited to publish content, comments, photographs or other materials relating to anatomical specimens in a manner that violates the dignity of donors or ethical standards associated with the use of anatomical material for scientific and educational purposes.
A serious violation of the rules set out in this section may result in immediate exclusion from the training course and refusal of participation in future events organized by Medisfera Sp. z o.o.

§ 13. Declaration of a Participant in the Practical Component

Participation in the practical component of a training course involving anatomical specimens may be conditional upon the participant signing a separate declaration.
The declaration may include, in particular, confirmation of:
a) having read these Regulations,
b) having read the safety rules applicable in the Wet Lab,
c) having read the rules of conduct in the event of exposure to biological material,
d) the obligation to use the required personal protective equipment,
e) having read the rules governing the handling of anatomical specimens,
f) the obligation to respect the dignity of donors,
g) the obligation to comply with the prohibition on photographing, recording and publishing materials concerning anatomical specimens,
h) the obligation to comply with the instructions of the Organizer, instructors and Wet Lab personnel.
Refusal to sign a declaration required by the Organizer may result in the participant not being admitted to the practical component of the training course.

§ 14. Training Materials and Copyright

Training materials, presentations, graphics, videos, instructions, documents and other content made available to participants may be protected by copyrights belonging to Medisfera Sp. z o.o., lecturers, training partners or other entitled entities.
Making training materials available to a participant does not constitute a transfer of economic copyrights to the participant.
Without the prior consent of the entitled entity, it is prohibited in particular to:
a) copy and distribute materials beyond the scope permitted by law,
b) record lectures or workshops,
c) publish presentations or educational materials,
d) make materials available to third parties if they were provided exclusively to training participants,
e) use the materials for commercial purposes.
Materials provided to a participant may be used for the participant’s own educational purposes, subject to the rights of their authors and other entitled entities.

§ 15. Certificates and Confirmation of Participation

If a certificate, confirmation or other document confirming participation is provided for a given training course, the conditions for obtaining it shall be determined by the Organizer.
The conditions for obtaining a certificate may include, in particular, attendance at the required part of the sessions, completion of the practical component, completion of required documentation or fulfillment of other conditions specified for the relevant training course. A certificate may be issued in paper or electronic form.

§ 16. Personal Data Protection

Medisfera Sp. z o.o. is the controller of the participants’ personal data.
Participants’ personal data shall be processed to the extent necessary in particular for:
a) carrying out the registration process,
b) organizing and conducting the training course,
c) contacting the participant,
d) maintaining training documentation,
e) issuing invoices or other accounting documents,
f) issuing certificates or confirmations,
g) fulfilling obligations arising from applicable laws.
Personal data shall be processed in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and applicable national legislation.
Detailed information concerning the principles of personal data processing, legal bases for processing, data retention periods and the rights of data subjects shall be set out in the relevant information clause or the Privacy Policy of Medisfera Sp. z o.o.

§ 17. Complaints

A participant has the right to submit a complaint concerning the organization or conduct of the training course. A complaint may be submitted:
a) by e-mail to: biuro@medisfera.pl, or
b) in writing to: Medisfera Sp. z o.o., ul. Bruzdowa 60F, 02-991 Warsaw, Poland.
The complaint should contain information enabling identification of the participant and the training course, as well as a description of the objections raised.
If consideration of the complaint requires additional information, the Organizer may request the participant to provide supplementary information.
The Organizer shall consider the complaint without undue delay, no later than within the period required by applicable law.
Information concerning the manner in which the complaint has been resolved shall be provided to the participant at the e-mail address or correspondence address indicated by the participant.

§ 18. Participant’s Responsibility

The participant is responsible for complying with these Regulations and with the instructions and directions provided during the training course.
The participant is required to use equipment, tools, anatomical specimens and other facilities in accordance with their intended purpose and the instructions of the instructors.
The participant is required to immediately inform the Organizer of any damage to equipment or facilities and of any other event that may affect the safety of the training course.
In the event of a serious or intentional violation of the training rules, the Organizer may exclude the participant from further participation, subject to applicable provisions of law.

§ 19. Final Provisions

By registering for a training course, the participant confirms that they have read and accepted these Regulations.
In the case of practical training courses, the Organizer may require the participant to additionally confirm that they have read the safety rules, procedures concerning work with anatomical specimens or other documents applicable at the training venue.
The Organizer reserves the right to amend these Regulations for important reasons, in particular as a result of changes in applicable law, safety procedures, requirements concerning anatomical specimens or the manner in which training courses are organized.
Amendments to these Regulations shall not prejudice the rights acquired by participants prior to the date on which such amendments enter into force.
In matters not regulated by these Regulations, the relevant provisions of Polish law shall apply.
If any provision of these Regulations is found to be invalid or ineffective, this shall not affect the validity of the remaining provisions of these Regulations.
These Regulations shall enter into force on the date of their publication or availability by Medisfera Sp. z o.o.

Attachments for download:

Form for withdrawing from the service provision agreement
Information on the right to withdraw from the service provision agreement
Service complaint form
List of suppliers
Training participant declaration for training involing human anatomical specimens