Please see our Terms & Conditions and Privacy Statement below: 


If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use.

Acceptance of terms

Your access to (“the Website”) is subject exclusively to these Terms and Conditions. You will not use the Website for any purpose that is unlawful or prohibited by these Terms and Conditions. By using the Website you are fully accepting the terms, conditions and disclaimers contained in this notice. If you do not accept these Terms and Conditions you must immediately stop using the Website.


The contents of the Website do not constitute advice and should not be relied upon in making or refraining from making, any decision.

Changes to website

Heat Powered Cycles Conference 2023 reserves the right to:

Change or remove (temporarily or permanently) the Website or any part of it without notice and you confirm that the Event Organisers shall not be liable to you for any such change or removal. Change these Terms and Conditions at any time, and your continued use of the Website following any changes shall be deemed to be your acceptance of such change.

Links to third party websites

The Website may include links to third party websites that are controlled and maintained by others. Any link to other websites is not an endorsement of such websites and you acknowledge and agree that we are not responsible for the content or availability of any such sites.


All copyright, trademarks and all other intellectual property rights in the Website and its content (including without limitation the Website design, text, graphics and all software and source codes connected with the Website) are owned by or licensed to Heat Powered Cycles Conference 2023 Team or otherwise used by the Event Organisers as permitted by law.

In accessing the Website you agree that you will access the content solely for your personal, non-commercial use. None of the content may be downloaded, copied, reproduced, transmitted, stored, sold or distributed.

Disclaimers and limitation of liability

The Website is provided on an “AS IS” and “AS AVAILABLE” basis without any representation or endorsement made and without warranty of any kind whether express or implied, including but not limited to the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy.

To the extent permitted by law, Heat Powered Cycles Conference 2023 will not be liable for any indirect or consequential loss or damage whatever (including without limitation loss of business, opportunity, data, profits) arising out of or in connection with the use of the Website.

Heat Powered Cycles Conference 2023 Team makes no warranty that the functionality of the Website will be uninterrupted or error free, that defects will be corrected or that the Website or the server that makes it available are free of viruses or anything else which may be harmful or destructive.

Nothing in these Terms and Conditions shall be construed so as to exclude or limit the liability of the Heat Powered Cycles Conference 2023 Team for death or personal injury as a result of the negligence of the Digital Fluid Power 2022 Team or that of its employees or agents.


You agree to indemnify and hold Heat Powered Cycles Conference 2023 Team and its employees and agents harmless from and against all liabilities, legal fees, damages, losses, costs and other expenses in relation to any claims or actions brought against the Heat Powered Cycles Conference 2023 Team arising out of any breach by you of these Terms and Conditions or other liabilities arising out of your use of this Website.


If any of these Terms and Conditions should be determined to be invalid, illegal or unenforceable for any reason by any court of competent jurisdiction then such Term or Condition shall be severed and the remaining Terms and Conditions shall survive and remain in full force and effect and continue to be binding and enforceable.

Cancellation Policy

Where no substitute is nominated, delegates may cancel in writing by the following dates where upon charges will be incurred;

• If cancelled before within 42 days you will receive a full refund minus a 50% administration fee
• If cancelled before within 30 days you will receive a full refund minus a 75% administration fee
• If you cancel less than 15 working days before the event, you will not be entitled to a refund.


Information about you – How we use it and with whom we share it

We are assisting the Heat Powered Cycles Conference 2023 3rd-6th September 2023 by providing event management and registration.

We will use your personal data to allow us to process your registration, communicate with you, and obtain your feedback about the event. We are processing the information about you for these purposes because by registering for the event, you are entering into a contractual agreement for us to do so.

In order to facilitate online bookings for our events we use a third party service ePay which is not operated by The University of Edinburgh. Details of their privacy policy can be viewed here.

If you wish to attend this event, but do not wish to use ePay, please email us at

If you have given us your permission, we will share your name, affiliation and contact details with the other participants in the delegate list.

In most cases, personally identifying information is stored on University of Edinburgh servers within the UK. However, the University does use third-party companies to enhance the quality, service and functionality of certain web services. Indicatively some of the tools we use are:

  • Microsoft Products, Software and and Digital Services, including but not limited to: MS Teams, Teams Live, Office, Forms.
  • Zoom – a video conferencing platform.
  • Eventbrite – an event management system for registrations and ticketing.
  • EventsAir – an event management system.
  • Online Surveys – a survey tool used by the events team to collect attendee details

After the event, we may send you a survey as it is our legitimate interest to help us improve any future events we organise.

We will hold the personal data you provided us for 36 months. If you have agreed to be contacted about future events, we will hold your personal data for as long as you subscribe to these updates. Alternatively, you can opt out of the mailing list at any time. Financial data such as a payment record will be held for 7 years but we will ensure that all information that can identify you directly is removed after 6 months.

We only use the personal data you have provided in order to deliver and improve the opportunities and services we offer in a personalised manner, to ensure each individual receives relevant information.

The information you provide will be used to:

Provide you with information on any services you have requested and the promotion of benefits and services.

Ensure we only communicate with you about events, opportunities, or services of interest to you

We do not use profiling or automated decision-making processes. A human decision maker will always be involved before any decision is reached in relation to you.

Passwords and credentials

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the website or any other information systems and services, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Online Transactions

All payment transactions will be encrypted.  Areas of the site that process online transactions make use of – and transfer data to – third-party software and service providers.  All third-party software and service providers that we use are compliant with the relevant Payment Card Industry standards.

If you have any questions, please contact

This Privacy Statement is continued at:

COOKIES and Website Privacy

For more information on our use of cookies and details of how the University of Edinburgh is committed to preserving your privacy, please visit the University of Edinburgh Privacy and cookie Policy information webpages.

Website Accessibility Statement

This website accessibility statement is part of a formal policy that addresses disability in the broadest sense. The University of Edinburgh is committed to a policy of equal opportunities for all. Read more about our commitment to accessibility.

Website Standards Compliance

Our website is built using Extensible Hypertext Markup Language (XHTML) and Cascading Style Sheets (CSS), according to World Wide Web Consortium (W3C) standards.

It is designed to comply with our own accessibility standards, in line with recognised best practice.

For example, our website follows the W3C Web Content Accessibility Guidelines and the British standard BS 8878 framework for web accessibility.

Reporting accessibility problems with this website

We are always looking to improve the accessibility of this website. If you find any problems not listed on this page or think we are not meeting accessibility requirements please contact us at

Privacy policy changes

The University of Edinburgh reserves the right to update its privacy policy periodically. We therefore encourage visitors to frequently check this page for any changes to the privacy policy. Your continued use of this site after any change in this privacy policy will constitute your acceptance of such changes.

Further Information

If you have any additional questions about our data privacy policy, please contact the School of Engineering Team at

This privacy policy is also supported by the University of Edinburgh’s wider privacy policies and guidelines. The following pages contain information about mandatory data sharing, transfer outside the European Economic Area (EEA) and information on how to contact the University’s Data Protection Officer.

View the extended Privacy Statement on the University of Edinburgh website

Your rights

You have the right to request access to copies of and rectification or (in some cases) erasure of personal data held by the University and can request that we restrict processing or object to processing as well as (in some cases) the right to data portability (i.e. the right to ask us to put your data into a format that it can be transferred easily to a different organisation). If you wish to make use of one of these rights, please email at

If we have asked for your consent in order to process your personal data, you can withdraw this consent in whole or part at any time. To withdraw consent, please email who will explain the consequences of doing so in any particular case and initiate proceedings for withdrawing consent.


If you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office at but we ask that you raise the issue with our Data Protection Officer first.