Terms of Use
Version 2.0. Effective 4 October 2026. This version replaces version 1.1.
Sympozium is a trading name of AJB Medical Services Ltd, a company registered in England and Wales (company number 12797861). Registered office: Oakmoore Court, Kingswood Road, Hampton Lovett, Droitwich, Worcestershire, WR9 0QH. Email: admin@sympozium.co.uk. Website: sympozium.co.uk.
These Terms are in 3 parts:
Part A applies to everyone who uses Sympozium.
Part B applies when you book a place at an event.
Part C applies when you take part in an event as a speaker, faculty member or member of an event team.
If you run events on Sympozium for an organisation, our Organiser Terms also apply. Our Privacy Policy explains how we use personal data.
Part A: Everyone
1. Who we are and what Sympozium does
1.1 "We", "us" and "Sympozium" mean AJB Medical Services Ltd. "You" means the person using Sympozium.
1.2 Sympozium is an online platform for medical and healthcare education. Organisations ("organisers") use it to list events, take bookings, run programmes, check people in, collect feedback and issue certificates of attendance.
1.3 We don't run the events. Each event is run by its organiser, who is responsible for its content, delivery, venue, accreditation and cancellation policy. When you book a place, your contract for the event itself is with the organiser (see Part B).
2. Accepting these Terms
2.1 You accept these Terms when you create an account by ticking the box on the sign-up page. We record when you accepted them and which version you accepted.
2.2 You can browse public pages without an account. Sections 5, 6, 9 and 12 still apply when you do.
3. Your account
3.1 You must be 18 or over to create an account.
3.2 Give your real title, first name and last name, and keep your details accurate. Names are required because organisers, speakers' credits and certificates rely on them.
3.3 You must confirm your email address before you can book a place or create an organisation.
3.4 An account is for one person. Don't share your sign-in details or let anyone else use your account. Tell us straight away at admin@sympozium.co.uk if you think someone else has used it.
3.5 You're responsible for what's done through your account, unless it happened because we failed to keep the platform reasonably secure.
4. Roles
4.1 Organisations can give people roles: organisation director, organisation admin, event director, event admin, event support staff, and faculty or speaker. Each role can see and do different things. The Privacy Policy explains what each role can see.
4.2 A role is given by the organisation, not by us. If you hold a role, you act for that organisation, and the Organiser Terms apply to what you do in that role.
5. Acceptable use
5.1 Use Sympozium lawfully and only for its intended purpose. You must not:
post or upload anything unlawful, defamatory, discriminatory, harassing or obscene, or anything that infringes someone else's rights;
upload information that identifies a patient, unless the law allows it and the patient has given proper consent;
pretend to be someone else or misstate your qualifications or affiliation;
upload malware or anything designed to damage or interfere with the platform or other people's devices;
try to get around access controls, or access data or areas you're not permitted to;
scrape, harvest or bulk-copy data, except through features we provide for that purpose;
share links meant for you alone, such as an online event's join link, or share room screen or registration screen links beyond the people who need them;
use contact details you see on Sympozium to send marketing, unless you have a lawful basis to do so;
overload or disrupt the platform.
5.2 We may remove content, suspend features or suspend or close accounts that break these rules (see section 10).
6. Reporting content
6.1 If you see anything on Sympozium that you think is unlawful or breaks these Terms, email admin@sympozium.co.uk with a link and a short explanation. We'll review it promptly and act where needed. We may remove content while we look into it.
7. Intellectual property
7.1 We (or our licensors) own the Sympozium platform, name, logo, design and software. You may use the platform for its intended purpose. You may not copy, adapt, reverse-engineer or resell it, except where the law allows.
7.2 Organisers, speakers and other users own the content they upload. Organisers license their content to us under the Organiser Terms, and speakers and faculty under Part C.
7.3 If you believe content on Sympozium infringes your rights, tell us as in section 6.
8. Availability and changes to the platform
8.1 We work to keep Sympozium available and secure, but we can't promise it will always be available or free of errors. It may be unavailable for maintenance, because of a fault, or because of problems with the internet, a venue's Wi-Fi, or services we rely on.
8.2 We may change, add or remove features. Our help pages describe what is currently available. We won't remove a feature in a way that stops you getting something you've already paid for, such as a booked place.
9. Our liability to you
9.1 Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit or exclude.
9.2 If you are a consumer, we're responsible for loss you suffer that is a foreseeable result of our breaking these Terms or failing to use reasonable care and skill. We aren't responsible for loss that wasn't foreseeable, or for business losses. Nothing in these Terms affects your statutory rights.
9.3 If you use Sympozium in the course of a business (for example as an organiser or a member of an event team), the Organiser Terms set out our liability.
9.4 We aren't responsible for the events themselves. That includes their content, quality, accreditation, venue, safety, changes or cancellation, which are the organiser's responsibility (Part B, section 16).
10. Suspending or closing accounts
10.1 We may suspend or close an account, or remove content, if we reasonably believe the account holder has broken these Terms, if the law requires it, or to protect other users or the platform. Where it's reasonable to do so, we'll tell you why first. Suspension doesn't affect a refund you're owed.
10.2 Closing your account and deleting your data. You can ask us to close your account and erase your personal data by emailing admin@sympozium.co.uk from the address on your account. Before we do this:
You must download any certificates you want to keep. Certificate files are deleted as part of the erasure.
If you hold a place at an event that hasn't finished, you'll need to cancel it (under the event's cancellation policy) or attend it first. We won't cancel or refund a booking on your behalf.
If you're the only director of an organisation, another director must be added first.
We keep the financial record of any purchase, without your name, because the law requires it. The Privacy Policy explains what's kept and what's removed.
11. Changes to these Terms
11.1 We may update these Terms, for example when the platform or the law changes. We'll show the version and date at the top.
11.2 For significant changes, we'll email account holders at least 30 days before they take effect, unless the change is needed sooner for legal or security reasons. If you don't agree, you can close your account before the change takes effect.
12. Complaints, law and courts
12.1 If you have a complaint about Sympozium, email admin@sympozium.co.uk. We'll acknowledge it within 5 working days and aim to resolve it within 30 days. If we can't resolve it, we'll tell you in writing and explain your options. Complaints about how we use personal data are covered in the Privacy Policy.
12.2 Complaints about an event itself should go first to its organiser. If the organiser doesn't respond, tell us and we'll help where we can.
12.3 These Terms are governed by the law of England and Wales. If you're a consumer, you can bring a claim in the courts of England and Wales, or in the courts of the part of the UK where you live.
12.4 Only you and we have rights under these Terms. No one else can enforce them, except that an organiser can rely on Part B where it concerns their event.
12.5 If any part of these Terms is found to be unenforceable, the rest still applies.
Part B: Booking a place at an event
13. Who you're contracting with
13.1 Your contract for the event is with the organiser. The organiser's name is shown on the event page. The organiser's own terms and cancellation policy, which are shown to you and which you accept when you register, apply alongside this Part B. If they conflict with this Part B on how payment, refunds or certificates work on Sympozium, this Part B applies.
13.2 Who takes your payment depends on the event. The seller is named at checkout, on your booking confirmation and ticket, and on your card statement.
13.3 Paid directly to the organiser. For some events, the organiser takes your payment through its own Stripe account. The organiser is the seller, is named as "Sold by [organiser]", and its name appears on your card statement. We provide the booking system and receive our fee from the organiser.
13.4 Paid through Sympozium. For other events, we take your payment into our own Stripe account, and Sympozium is named at checkout, on your confirmation and on your card statement. We collect it as the organiser's commercial agent, not as yours, and your payment to us settles what you owe the organiser for the place. We hold the money until after the event and then pay the organiser. Any interest earned while we hold it belongs to us and doesn't change what you pay or are refunded.
14. Booking
14.1 To book you need an account with a confirmed email address. You can hold 1 place per event.
14.2 The registration form asks for your contact and work details. It may also ask about accessibility needs, dietary requirements (for catered events) and the organiser's own questions. The organiser uses these to run the event (see the Privacy Policy).
14.3 The price shown is the price you pay. We don't add booking or card fees at checkout. The organiser pays our fees out of the ticket price, whichever way your payment is taken.
14.4 Card payments are processed by Stripe, for the organiser (13.3) or for us (13.4). Your place is held for 30 minutes while you pay. Your booking is confirmed when the payment succeeds, and we email you a confirmation. Free places are confirmed straight away.
14.5 Some ticket types are by invitation only. An invitation is for the person it was sent to.
14.6 If an event or ticket type is full, you may be able to join a waitlist. If a place becomes free, we'll email you. Joining a waitlist doesn't guarantee a place.
14.7 Not every event is listed publicly. An event that is by invitation only, not listed, or has only private ticket types doesn't appear in our event listings, on our homepage or on the organiser's page. You can reach it only through a link the organiser shares. Having the link doesn't let you book a ticket type that is by invitation.
15. Cancelling your place and refunds
15.1 Each event has its own cancellation policy, set by the organiser and shown on the event page before you book. It may give a full refund, a partial refund or no refund, depending on how many days before the event's first day you cancel. The refund is worked out on the day you cancel, in the event's time zone. You can cancel from My Tickets. If part of your ticket has already been refunded, cancelling refunds your policy percentage of what you paid, less what's already been refunded.
15.2 Your legal right to cancel. Because each event takes place on a specific date, the 14-day cancellation period that applies to many online purchases doesn't apply to booking a place. You can cancel under the event's cancellation policy instead.
15.3 If the organiser cancels the event, or we remove it (16.3), you'll get a full refund of everything you paid, automatically.
15.4 Any other refund is the organiser's decision, and we process it for them. The organiser can refund all or part of what you paid at any time. A partial refund, for example as a goodwill gesture or for a day you missed, doesn't cancel your booking: you keep your place, check-in, feedback and certificate. We'll email you the amount.
15.5 Refunds after the organiser has been paid. For events paid through Sympozium (13.4), refunds through Sympozium close once we have paid the organiser after the event. After that, any refund is arranged with the organiser directly, and we'll give you their contact details.
15.6 Payments taken in error. If a fault in our systems takes a payment it shouldn't, such as a duplicate charge or a charge with no ticket issued, we may refund it directly and will tell you.
15.7 Refunds go back to the card you paid with. They come from whoever took your payment and appear on your statement under the same name. They may take 5 to 10 working days to appear, depending on your bank.
15.8 If the organiser doesn't run the event, or doesn't give you a refund you're owed, tell us. We may treat the event as cancelled or removed (16.3) and refund you from the ticket money, whichever way it was paid, where it is still available. This doesn't affect your rights against the organiser.
15.9 Cancelling a free place doesn't involve a refund. It frees the place for someone else.
15.10 If you have a problem with a payment, contact the organiser first: their details are on the event page and your confirmation, and they decide refunds. If that doesn't resolve it, contact us. You can still dispute the payment with your bank. For events paid directly to the organiser, the dispute is raised against the organiser's Stripe account and handled by the organiser. For events paid through Sympozium, it is raised against ours and we'll involve the organiser. This doesn't affect your rights.
16. Changes to events
16.1 Organisers may change an event's programme, speakers, rooms or timings. Significant changes (such as a new date or venue) are the organiser's responsibility to tell you about, and the organiser's own terms and your legal rights decide what you're entitled to.
16.2 We aren't responsible for travel, accommodation or other costs you incur because an event is changed or cancelled, unless we caused the problem.
16.3 Events we hide or remove. We may hide or remove an event, for example while we look into a concern about it. A hidden event is taken off our listings, and no new bookings or waiting-list joins can be made. Existing bookings stand: your ticket, the programme, check-in, feedback and certificates work as normal. If we remove an event that has sold places, it is treated as cancelled and 15.3 applies.
17. On the day, and online events
17.1 Check-in. The event team checks you in at the desk, or you may check yourself in by scanning a code shown at the venue. For online events, opening the join link from your ticket records you as checked in. If the venue loses its internet connection, the team may check people in on paper and record it on Sympozium afterwards.
17.2 Online events. The join link opens shortly before the session starts. It's for you alone; please don't share it.
17.3 Files and handouts. Handouts the organiser makes available become visible once you're checked in. They're for your own learning. Don't republish them without the owner's permission.
18. Feedback
18.1 After the event you may be asked for feedback. Some sessions may be marked as required for your certificate.
18.2 Your feedback is anonymous to organisers and speakers. They see ratings and comments without your name. It stays linked to your account inside Sympozium so we can tell when your certificate is due. In a small group, a speaker may still be able to guess who wrote a comment.
18.3 If you tick "I'm happy for the organisers to contact me about my feedback", the organisers will see your name and email alongside all your feedback for that event. Speakers never see who you are.
18.4 Organisers may hide a comment from speakers. You can edit your feedback for 7 days after submitting it.
19. Certificates of attendance
19.1 Certificates are issued by the organiser, through Sympozium. The organiser decides whether an event issues certificates and whether they carry CPD points, credits or hours.
19.2 Where an event issues certificates, yours is issued automatically once the event has finished and you:
were checked in;
have a first and last name on your account; and
have submitted your feedback, including rating any sessions marked as required.
The event team can also release a certificate without the feedback.
19.3 The organiser, not Sympozium, is responsible for the accuracy of attendance records and for any CPD accreditation shown. We don't assess or accredit CPD, and we don't check whether you attended. If your certificate is wrong (for example, your name is misspelt), ask the organiser. They can re-issue it with the same reference and the original date of issue.
19.4 Each certificate shows a certificate reference. There's no public online checking service at the moment; an organiser can confirm a certificate from its reference.
19.5 Download and keep your certificates. They're deleted if your account is erased (section 10.2).
Part C: Speakers, faculty and event teams
20. Your profile and credits
20.1 If you're a speaker or faculty member, your name and title appear on the event's public page and programme.
21. Files you upload
21.1 You keep ownership of the slides, handouts, videos and other files you upload ("your files").
21.2 Licence to Sympozium. You give us a non-exclusive, royalty-free licence to store, copy, format and display your files as needed to provide the platform for the event, and to keep them for as long as they remain on the platform.
21.3 Licence to the organiser. You give the event's organiser, and the people it authorises, a non-exclusive, royalty-free licence to:
present your files at the event, including by copying them onto computers used for presenting (for example a room's projector computer or a presenter's laptop), and in the event team's offline copies kept in case the internet fails;
make files available to attendees in line with their visibility setting ("Slides: presenter only", or "Handout: for attendees once checked in"); and
keep copies for the event's records for a reasonable time after the event.
21.4 Visibility. You can choose each file's visibility until your session starts. Event admins and directors can change it at any time. If a file must never be given to attendees, keep it as "Slides: presenter only" and tell the organiser.
21.5 Your promises. When you upload a file, you confirm that:
you have the right to use everything in it, including images, videos, figures and text from others, or it's used in a way the law allows;
it contains no information that identifies a patient, unless the law allows it and the patient has given proper consent; and
it contains nothing unlawful or harmful.
21.6 We may remove a file if we receive a credible complaint about it or if it breaks these Terms. You can remove or replace your own files. Copies already made for the event (section 21.3) are the organiser's responsibility.
22. Faculty-only sessions and confidential material
22.1 Sessions marked "Faculty only" are for the event team and faculty. Don't share their content with attendees or others.
22.2 If your role lets you see attendees' details (for example on the check-in desk), use them only to run that event. The Organiser Terms say more about this.
23. Feedback about your sessions
23.1 You can see ratings and comments about your own sessions, without attendees' names. We may email you feedback reports. Comments are the opinions of attendees, not of Sympozium. Organisers may hide a comment from you.
24. Who to expect
24.1 Speakers and the event team can see the names and job titles of ticket holders expected at a session, without contact details. Use this only to prepare for your session.