1. Introduction

A. These Terms and Conditions govern the application, participation, and delivery of Energy Policy Group (EPG)’s Summer School, “Governing the Energy Transition in a World under Pressure” (the “Programme”), offered via our website.

B. These Terms should be read together with the EPG Privacy Policy, from which they derive and which they supplement. Where these Terms regulate Programme-specific aspects, they apply in addition to the general terms governing the use of the website and the processing of personal data.

C. By submitting an application to the Programme, you confirm that you have read, understood, and accepted both these Terms and the Privacy Policy.

D. Any personal data provided in the context of the application and participation in the Programme will be processed in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”) and the Privacy Policy. Data will be collected and used solely for the purposes of administering the selection process, organising and delivering the Programme, and complying with EPG’s legal obligations.

E. If you do not agree to these Terms or the Privacy Policy, you should not proceed with your application.

2. Registration

D. Application is only possible through the website of EPG by filling in the requested form. After the application deadline/ submitting the application, a selection committee will select the participants. Successful applicants will be notified as soon as possible of their conditional admission and will receive payment instructions. Registration is not final until payment has been received and the applicant has received official notification. For further payment conditions, see provisions h and i of these Terms and Conditions.

E. Applicants may not invoke the provisions of these Terms and Conditions unless their registration is final.

F. Registration closes on the date indicated on the website (epg-thinktank.org/summer-school-2026/). Deviations from these regulations are possible only if there are still places available; this is at the discretion of the Summer School organizational team.

G. Applicants will be admitted to the Summer School only if they fulfill the minimum admission requirements. In the event that the number of successful applications exceeds the number of available places, participants will be chosen by the Summer School selection committee.

3. Terms of payment

H. The Summer School must receive the course fee no later than two weeks after the participant has received notification of conditional admission. The payment options will be set out in the provisional acceptance letter sent by e-mail.

I. If the course fee is not paid on time, the Summer School is authorized to exclude the participant from the programme until the payment is made, within a reasonable period of time.

J. Participation at EPG Summer School involves significant costs for the organizers, such as accommodation, catering, rental of conference rooms or social events, and many of these expenses must be paid well before the commencement of the program. Therefore, in the event of a cancellation that comes after 15 May, the participant will not receive back the attendance fee paid.

K. Should the program not take place for reasons independent of the organizers, selected participants will be refunded the attendance fee paid minus 30 euro, which represents the application processing fee.

4. Privacy and Data Protection

L. Data Controller: Asociația Energy Policy Group (EPG) acts as the data controller for all information collected through the application process. By applying, candidates acknowledge they have read and understood the EPG Privacy Policy

M. Categories of Data Collected and Legal Basis:

a. Full Name: Processed as a pre-contractual measure to identify applicants and facilitate the eventual participation agreement.

b. Date of Birth: Required to verify eligibility, as the programme is specifically targeted at individuals between 16 and 35 years of age.

c. Primary Nationality and Country of Domicile: Collected based on our legitimate interest to ensure the programme reaches and maintains a diverse international audience.

d. Contact Details: Email and telephone numbers are used to communicate regarding the application status and provide essential programme updates.

e. Professional/Academic Data: CVs, biographies, and LinkedIn profiles are used solely to evaluate the candidate’s professional merit.

f. Photo: Used for announcing successful candidates and promotional materials. EPG will delete the photos of all unsuccessful applicants immediately after the selection process is complete.

N. Post-Selection Data: Sensitive information, including passport/ID details, dietary requirements, and emergency contacts, is requested only from admitted participants and is not collected during the initial application phase.

O. Data Retention: Application data for unsuccessful candidates is retained for 12 months; for participants, data is stored for 3 years following the event.

P. Your Rights: Applicants may request access, rectification, or erasure of their data at any time by contacting the Data Protection Officer at dpo@epg-thinktank.org.

5. Code of conduct and liability

Q. Participants are required to abide by all applicable rules and regulations of the Summer School, all applicable rules and regulations of the specific housing company/organization and by all applicable laws, rules, and regulations of Romania. In case of violation by the student, EPG’s Summer School has the right to terminate the student’s participation and to expel the relevant student. In case of expulsion, no refund will be given to the student.

R. EPG Summer School does not accept any liability for any damages, loss, injuries suffered by the student while participating in the program.

6. Final Provisions

S. These Terms and Conditions were drawn up with the greatest possible care. However, EPG cannot guarantee that the content, in particular the information and data, is free of errors and omissions in all respects. EPG accepts no responsibility or liability for damage/losses that result from such errors/omissions.

T. Provision n also applies to all information relating to the Summer School that is published on EPG website.

U. EPG reserves the right to amend or make additions to these Terms and Conditions. EPG will communicate amendments/additions through the appropriate channels.