Terms of Service

The agreement between you and HEPCon when using our services.

HEPCon web and mobile interface preview

Last updated: March 2026

These Terms of Service ("Terms") govern your use of the HEPCon conference agenda platform, mobile app, web agenda, organizer dashboard, and related services (collectively, the "Service"), operated by Sibelius EOOD, registered in Bulgaria ("HEPCon", "we", "us", or "our").

By submitting an event request, signing a quote, or using the Service, you agree to these Terms. If you are acting on behalf of an institution or organisation, you confirm that you have authority to bind that organisation to these Terms.

1. Description of Service

HEPCon provides a managed conference agenda platform that imports programme data from your existing system (Indico, ConfTool, OpenConf, EasyChair, CSV/Excel, or similar), publishes it as an offline-capable mobile and web app, and maintains synchronisation with your source data during the event.

HEPCon is a presentation and delivery layer. It does not replace your programme management system (e.g. Indico or ConfTool), which remains your system of record.

2. Accounts and Access

  • Organizer account: You are responsible for maintaining the confidentiality of any login credentials provided to you and for all activity that occurs under your account.
  • Attendee access: End users (attendees, speakers) access the app via the HEPCon mobile app or web agenda. Account creation by attendees is optional and governed by our Privacy Policy.
  • You must provide accurate contact information and promptly update it if it changes.

3. Use of the Service

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable regulation.
  • Upload or transmit content that is defamatory, infringing, or violates the rights of third parties.
  • Attempt to reverse-engineer, scrape, or extract data from the platform beyond what is needed to use the Service as intended.
  • Use the Service to send unsolicited communications to attendees.
  • Misrepresent the scope or status of your event to obtain a plan or pricing tier to which you are not entitled.

4. Your Data and Content

You retain full ownership of your event data (programme, abstracts, speaker information, branding assets). By providing this data to HEPCon, you grant us a limited, non-exclusive licence to use it solely to operate and deliver the Service for your event.

You are responsible for ensuring that you have the right to share all data and assets you provide to us, including speaker names, abstracts, and third-party logos.

We do not sell your data or use it for any purpose other than operating the Service. Data handling is described in full in our Privacy Policy.

5. Plans, Pricing, and Payment

Detailed pricing is published at hepcon.app/pricing. The following terms apply:

  • Core (Free): Available for events with fewer than 90 participants at no charge, for as long as the event is configured in the system. No payment is required.
  • Pro and Enterprise: Quoted individually based on programme complexity, timelines, and support scope. A written quote is provided before any work begins. The quote constitutes the agreed price; no additional fees are charged without your written approval.
  • Invoicing: Invoices for Pro and Enterprise plans are issued before setup commences or in accordance with the agreed payment schedule. Payment is due within the period stated on the invoice (typically 14 days).
  • Late payment: Overdue invoices may result in suspension of the Service. We will notify you before any suspension.
  • Taxes: Prices are quoted exclusive of VAT unless stated otherwise. VAT is applied in accordance with applicable EU rules.

6. Free Trial Period

Events may be configured in the system and made visible in the app free of charge until 7 days before the event's official start date (the "Free Period"). If you do not proceed with a paid plan by the end of the Free Period, the event is removed from the app. No charge is incurred.

7. Service Availability and Support

  • We aim to maintain high availability of the platform. However, we do not guarantee uninterrupted operation and are not liable for downtime caused by factors outside our control (including hosting provider outages, force majeure, or acts of third parties).
  • Support is provided by email and, for Pro and Enterprise plans, via the agreed support channel. Response times vary by plan; Enterprise plans may include SLA commitments as specified in the quote.
  • We recommend booking your event at least 4 weeks before the start date to allow adequate setup and review time. We cannot guarantee launch timelines for requests submitted with less than 2 weeks' notice.

8. Intellectual Property

The HEPCon platform, software, design, and branding are owned by Sibelius EOOD and protected by applicable intellectual property laws. Nothing in these Terms transfers ownership of the platform to you.

Your event data and branding assets remain your property at all times. You may request an export of your data at any time during the service period.

9. Confidentiality

Each party agrees to keep confidential any non-public information received from the other in connection with the Service, and not to disclose it to third parties without the other party's consent, except as required by law.

10. Limitation of Liability

To the maximum extent permitted by applicable law:

  • HEPCon is not liable for indirect, incidental, consequential, or punitive damages, including loss of revenue, data, or attendee goodwill, arising from use of or inability to use the Service.
  • Our total liability to you for any claim arising out of or relating to the Service shall not exceed the total fees paid by you to HEPCon in the 12 months preceding the claim, or €500, whichever is greater.
  • We are not responsible for inaccuracies in programme data that originate in your source system (Indico, ConfTool, etc.) or that you provide to us.

11. Indemnification

You agree to indemnify and hold HEPCon harmless from any claims, damages, or expenses (including reasonable legal fees) arising from: (a) your breach of these Terms; (b) content or data you provided that infringes third-party rights; or (c) your violation of applicable law.

12. Termination

  • By you: You may terminate your use of the Service at any time. Refunds on paid plans are governed by our Refund & Cancellation Policy.
  • By us: We may suspend or terminate access if you materially breach these Terms, fail to pay overdue invoices after notice, or engage in conduct that harms the platform or other users. We will provide reasonable notice where circumstances permit.
  • Upon termination, your event data will be removed from the platform within 30 days. Sections 4, 8, 9, 10, 11, and 14 survive termination.

13. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated by email to active organizer contacts at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

14. Governing Law and Disputes

These Terms are governed by the laws of Bulgaria. Any disputes that cannot be resolved amicably will be submitted to the exclusive jurisdiction of the competent courts in Plovdiv, Bulgaria, unless mandatory consumer protection law in your country of residence requires otherwise.

15. Contact

For questions about these Terms:
Sibelius EOOD
Gen. Kartsov 86, Karlovo, 4300, Plovdiv, Bulgaria
office@hepcon.app