We’d like to draw your attention to our General Terms and Conditions, which serve as the basis for all services we provide.

We value a partnership approach with you. That’s why we’ve outlined all relevant points clearly and transparently. If you have any questions, we look forward to hearing from you at info@promptingbirds.com or by phone.

PromptingBirds offers training and consulting services on AI transformation topics, including Microsoft 365 Copilot, Prompt Engineering, and generative AI. Details and booking options can be found at www.promptingbirds.com.

Part I: General Provisions

AR1. Scope These General Terms and Conditions conclusively regulate the contractual relationship between PromptingBirds GmbH and its customers. Customer terms and conditions are not valid, even if PromptingBirds GmbH does not expressly contradict them. PromptingBirds GmbH provides services exclusively to businesses as defined in § 14 BGB.

AR2. Contractual Partner The customer’s contractual partner is PromptingBirds GmbH, Werinherstr. 3, 81541 Munich, Germany, legally represented by managing director Daniel Frystacki, registered at the Munich Commercial Register: HRB 290484, bank details: Commerzbank Munich, IBAN: DE55700400450513876300, BIC: COBADEFFXXX.

AR3. Place of Performance The place of performance for all obligations arising from this contract by PromptingBirds GmbH is Munich.

AR4. Data Use

AR4.1 General The storage and processing of customer data are carried out in compliance with the Federal Data Protection Act by PromptingBirds, service providers commissioned by us, and contractually affiliated companies. Customer data and participant data are stored for processing, billing, and advertising purposes in the form of names, company names, postal addresses of participants or companies, telephone numbers, and email addresses. You expressly agree to this data processing. You have the right to information about your stored personal data and the right to correction of incorrect data, blocking, and deletion. You also have the right to inspect the Public Procedures Directory, which contains further information about us as the responsible entity and our data handling. You can, of course, object to the use of your data for advertising purposes at any time. Exercising these rights is free of charge for you.

AR4.2 Rights and Additional Information on the Use of Our Live Online Formats Our online formats represent an additional digital service from PromptingBirds. Therefore, the general data protection conditions of our online presence also apply here. The careful handling of personal information is, of course, our highest priority. We appreciate your trust and assure you that we handle your personal data very conscientiously. In our communication channels for online formats, we collaborate with third-party providers (e.g., Microsoft, Miro, Google). With these, we have agreements ensuring that we remain the data protection responsible entity and that they handle your personal data as carefully as we do. The notes listed in this declaration also apply to these third-party providers. We collect, process, and use personal data in accordance with the content of these data protection information and the applicable German data protection laws, especially the BDSG and the Telemedia Act (TMG). Personal data in the context of the digital offerings’ services particularly include individual details about your personal and factual circumstances that may be mentioned in connection with the use of the channels we offer, especially during the conversation between you and your trainer. We explicitly clarify that these personal data are only collected by us for the purpose you have mentioned to us (order processing and execution). We exclusively use the data collected about you to enable the functionalities and services presented on-site and those you requested through the functionalities.

AR5. Applicable Law and Jurisdiction The contractual relationship and all legal relationships arising from it are exclusively subject to German law, excluding the United Nations Convention on Contracts for the International Sale of Goods (CISG). If the contractual partner is a merchant or a public-law special fund, the place of jurisdiction is Munich.

AR6. Liability Damages caused by slight negligence are only compensated if they involve the breach of an essential duty (cardinal obligation). In cases of slightly negligent breach of an essential duty, the liability is limited to the contract-typical, foreseeable damage. Otherwise, PromptingBirds is only liable in cases of intent or gross negligence or in the case of culpable injury to life, body, or health. Liability claims due to slight negligence expire one year after they arise. This does not apply in the case of culpable injury to life, body, or health.

AR7. Retention of Title/Copyright PromptingBirds retains unrestricted ownership of all delivered materials in physical form until the complete fulfillment of all payment obligations by the client. If PromptingBirds creates works eligible for copyright (e.g., training documents, presentations, programming) for the client, the client is always granted only a simple right of use for their own purposes without the rights toreplication, processing, or making available, unless contractually determined otherwise or if it clearly arises from the purpose of the contract. Seminar documents handed out or sent to you during seminars – in any form – are protected by copyright and may only be replicated, translated, reprinted, electronically processed, distributed, or published – even in excerpts – with the express written consent of PromptingBirds and the respective speakers.

Part II: Participation in Open Formats by PromptingBirds

The following General Terms and Conditions regulate the contractual relationship for participating in open formats by PromptingBirds.

OPS (Open Presence Seminars):

OPS1. Registration Registration must be made in writing using the online registration forms provided, by email, or by fax. If the online registration forms are not used, it is essential to provide your name and the full company address or billing address, including telephone number and email address. The registration becomes legally binding upon our email confirmation. If the event is already fully booked, we will inform you immediately.

PromptingBirds offers the option to not only register yourself but also additional participants during registration. After successful purchase, the registrant can assign first and last names as well as an email address to the booked places. By confirming the assignment, the registrant assures that they are authorized to share the respective third-party data. Any unauthorized sharing by the registrant is prohibited and at their own risk. PromptingBirds reserves the right to take further steps in case of misuse of this function.

OPS2. Participation Fee The participation fee is per person and event date, excluding VAT. The fee includes, unless otherwise stated, attendance at the seminar, comprehensive seminar documents, a joint lunch, and beverages during breaks each seminar day.

OPS3. Payment Terms The participation fee, plus VAT, is due immediately upon receipt of the invoice. Payments are accepted exclusively by bank transfer. Partial attendance does not entitle a reduction of the participation fee.

OPS4. Cancellation and Event Cancellations

OPS4.1 Representation You can nominate a substitute for the registered participant at any time without incurring additional costs. This requires prior notification of the substitute participant by email.

OPS4.2 Cancellation The following conditions apply for cancellation of registration:

You can reschedule or cancel your seminar free of charge up to 21 days before the event starts. If a registration is rescheduled within 15 to 20 days before the event starts, we charge 20% of the total price. For cancellations within 1 to 14 days before the event starts, we charge 50% of the total price. If a registration is canceled on the seminar day, we charge 100% of the total price.

If a rescheduling occurs within 21 days before your booked service, we will charge you a rescheduling fee of 150€ for the unoccupied place.

We offer numerous alternative dates for the seminar topic you booked. Your rescheduling or cancellation requires written form. If you are unable to attend the seminar you booked due to illness, you can arrange a new date for the same seminar topic once by submitting a medical certificate.

OPS4.3 Event Cancellations We reserve the right to cancel the event no later than five days before the scheduled event date due to not reaching the minimum number of participants or for important reasons beyond our control (e.g., sudden illness of the trainer, if they cannot be replaced, force majeure). If we are unexpectedly unable to offer you multiple alternative dates for your seminar topic, we will refund any participation fees you have already paid. PromptingBirds will cover up to 250€ for travel expenses in the event of short-notice cancellations by PromptingBirds. Further liability and compensation claims are excluded, unless there is intent or gross negligence on our part. Please also consider this when booking hotels, flights, or train journeys.

OPS5. Right to Make Changes We are entitled to make necessary content, methodological, and organizational changes or deviations (e.g., due to changes in the law) before or during the event, as long as these do not significantly alter the benefit of the announced event for you as a participant. We are also entitled to convert in-person seminars to the corresponding live online format for important reasons (e.g., for your own safety due to natural disasters, epidemics, unrest) no later than five days before the scheduled event date. Any excess payments made by you in the event of a lower price will, of course, be refunded. We are entitled to replace the planned trainers if necessary (e.g., illness, accident) with other persons of equal qualification regarding the announced topic.

Our planning certainty ensures that we can safely replace a presence format with a live online format. However, if we do not reach our minimum number of participants, we are entitled to cancel the event.

The same principle applies to our +1 guarantee. If a participant cancels after booking the guaranteed execution, we are also entitled to cancel the event due to a lack of participants.

OPS6. Liability for Content and Lost Items The events are prepared by PromptingBirds and its speakers to the best of their knowledge and belief. Liability and warranty for the correctness, timeliness, completeness, and quality of the content are excluded.

PromptingBirds is not liable for losses or damage to items brought to events unless the loss or damage is due to gross negligence or intentional behavior by PromptingBirds.

OPS7. Prohibition of Client-Supplied Data Carriers Data carriers brought by participants may not be used on our computers. Should a violation cause us damage, we reserve the right to claim damages.

OPA (Open Combined Presence Training):

Combined training includes not only the offered modules but also remote coaching in the form of remote coaching appointments. Participation in all components of the training is mandatory and necessary for certification.

OPA1. Registration Registration must be made in writing using the online registration forms provided, by email, or by fax. If the provided online registration forms are not used, it is essential to provide your name and the full company address or billing address, including telephone number and email address. The registration becomes legally binding upon our email confirmation. If the event is already fully booked, we will inform you immediately.

OPA2. Participation Fee The participation fee is per person and applies to all components of the training, excluding VAT. The fee includes, unless otherwise stated, your attendance at the training, comprehensive training materials, a joint lunch on event days, and beverages during breaks each event day, as well as the corresponding remote coaching appointments.

OPA3. Payment Terms The participation fee, plus VAT, is due immediately upon receipt of the invoice. For invoicing, you have the following options:

Standard payment: Invoicing is done in three partial invoices. The first partial invoice is sent immediately with the booking confirmation, the second invoice at the start of the training, and the third invoice in the middle of the training. The total price is invoiced in one invoice. If you prefer this, please let us know before the first invoice is created. Payments are accepted exclusively by bank transfer. Partial attendance does not entitle a reduction of the participation fee.

OPA4. Coaching Coaching appointments will be communicated to you before the start of the training. These can be conducted face-to-face or in a phone call/online call in consultation between you and the lead trainer.

OPA5. Cancellation and Cancellation

OPA5.1 Cancellation and Cancellation of Presence Training and Live Online Training The following conditions apply for cancellation of registration:

You can reschedule or cancel your training free of charge up to 21 days before the event starts. Within the period of 15 to 20 days before the event starts, only rescheduling or cancellation is possible. For rescheduling or cancellations on the seminar day or within the period of 2 to 14 days before the event starts, we charge 20% of the total price. This offer is only valid if we offer the respective module as an open seminar. We offer numerous alternative dates for the seminar topic you booked. Your rescheduling or cancellation requires written form. We reserve the right to cancel individual components of the training no later than seven days before the scheduled event date for important reasons beyond our control (e.g., sudden illness of the trainer, if they cannot be replaced, force majeure). In this case, a replacement date will be arranged in consultation with the affected participants. Cancellation of the entire training can occur on our part up to 21 days before the first training date due to not reaching the minimum number of participants or for important reasons beyond our control (e.g., force majeure). Any participation fees you have already paid will, of course, be refunded in this case. We are happy to reschedule you to another date free of charge in this case. Further liability and compensation claims are excluded, unless there is intent or gross negligence on our part. Please also consider this when booking hotels, flights, or train journeys. If you are unable to attend one of the booked modules of the training due to illness, you can make up for the missed module by attending one of the open seminars offered by PromptingBirds, provided you submit a medical certificate.

OPA5.2 Representation You can nominate a substitute for your participation at any time without incurring additional costs. This requires prior notification by you and your substitute participant by email to info@promptingbirds.com.

OPA5.3 Cancellation and Cancellation of Remote Coaching Appointments

The following conditions apply for cancellation or rescheduling by you:

Remote coaching is an integral part of the training, and cancellation is not possible. Rescheduling of the selected remote coaching appointments is only possible in consultation with your trainer and is not guaranteed by us. If you are unable to attend a chosen remote coaching appointment due to illness, you can arrange a new one.

A partnership approach with you is important to us. Hence, we have clearly and transparently outlined all relevant points. Should you have any questions, we are eager to hear from you at info@promptingbirds.com or via phone.

PromptingBirds offers you training and consultancy services on Microsoft 365 Copilot and Prompt Engineering, which you can find information about and largely book directly at www.promptingbirds.com.

Part I: General Regulations

GR1. Scope These General Terms and Conditions (GTC) conclusively govern the contractual relationship between PromptingBirds GmbH and its customers. Customer GTCs are not valid, even if PromptingBirds GmbH does not expressly object. PromptingBirds GmbH provides services exclusively to businesses as defined in § 14 BGB.

GR2. Contractual Partner The contractual partner of the customer is PromptingBirds GmbH, Werinherstr. 3, 81541 Munich, Germany, legally represented by Managing Director Daniel Frystacki, registered at Munich Commercial Register: HRB 290484, bank details: Commerzbank Munich, IBAN: DE55700400450513876300, BIC: COBADEFFXXX.

GR3. Place of Fulfillment The place of fulfillment for all obligations arising from this contract by PromptingBirds GmbH is Munich.

GR4. Data Usage

GR4.1 General The storage and processing of customer data are carried out in compliance with the Federal Data Protection Act by PromptingBirds, service providers commissioned by us, and contractually affiliated companies. Customer data and participant data are stored for processing, billing, and advertising purposes in the form of names, company names, postal addresses of participants or companies, telephone numbers, and email addresses. You expressly agree to this data processing. You have the right to information about your stored personal data and the right to correction of incorrect data, blocking, and deletion. You also have the right to inspect the Public Procedures Directory, which contains further information about us as the responsible entity and our data handling. You can, of course, object to the use of your data for advertising purposes at any time. Exercising these rights is free of charge for you.

GR4.2 Rights and Additional Information on the Use of Our Live Online Formats Our online formats represent an additional digital service from PromptingBirds. Therefore, the general data protection conditions of our online presence also apply here. The careful handling of personal information is, of course, our highest priority. We appreciate your trust and assure you that we handle your personal data very conscientiously. In our communication channels for online formats, we collaborate with third-party providers (e.g., Microsoft, Miro, Google). With these, we have agreements ensuring that we remain the data protection responsible entity and that they handle your personal data as carefully as we do. The notes listed in this declaration also apply to these third-party providers. We collect, process, and use personal data in accordance with the content of these data protection information and the applicable German data protection laws, especially the BDSG and the Telemedia Act (TMG). Personal data in the context of the digital offerings’ services particularly include individual details about your personal and factual circumstances that may be mentioned in connection with the use of the channels we offer, especially during the conversation between you and your trainer. We explicitly clarify that these personal data are only collected by us for the purpose you have mentioned to us (order processing and execution). We exclusively use the data collected about you to enable the functionalities and services presented on-site and those you requested through the functionalities.

GR5. Applicable Law and Jurisdiction The contractual relationship and all legal relationships arising from it are exclusively subject to German law, excluding the United Nations Convention on Contracts for the International Sale of Goods (CISG). If the contractual partner is a merchant or a public-law special fund, the place of jurisdiction is Munich.

GR6. Liability Damages caused by slight negligence are only compensated if they involve the breach of an essential duty (cardinal obligation). In cases of slightly negligent breach of an essential duty, the liability is limited to the contract-typical, foreseeable damage. Otherwise, PromptingBirds is only liable in cases of intent or gross negligence or in the case of culpable injury to life, body, or health. Liability claims due to slight negligence expire one year after they arise. This does not apply in the case of culpable injury to life, body, or health.

GR7. Retention of Title/Copyright PromptingBirds retains unrestricted ownership of all delivered materials in physical form until the complete fulfillment of all payment obligations by the client. If PromptingBirds creates copyright-eligible works (e.g., training materials, presentations, programming) for the client, granting a simple right of use for the client’s own purposes without reproduction, distribution, processing, or making available rights, conditioned upon full payment by the client. Seminar materials provided during seminars are copyrighted and may only be reproduced, translated, reprinted, electronically processed, distributed, or published with explicit written consent from PromptingBirds and the respective speakers.

Part II: Participation in Open Formats by PromptingBirds

These terms govern participation in open formats by PromptingBirds.

OPS (Open Presence Seminars):

OPS1. Registration Registration must be in writing using online forms, email, or fax. If not using online forms, full company address or billing address, including phone and email, must be provided. Registration becomes binding upon email confirmation from us. If the event is fully booked, we will inform you immediately.

PromptingBirds allows the registrant to assign additional participants during registration, ensuring the registrant is authorized to share third-party data. Unauthorized sharing by the registrant is prohibited and is their responsibility. PromptingBirds reserves the right to take further action in case of misuse.

OPS2. Participation Fee The fee per person and event date excludes VAT and covers seminar attendance, materials, lunch, and beverages per seminar day, unless stated otherwise.

OPS3. Payment Terms The fee plus VAT is due upon invoice receipt. Payments are accepted by bank transfer only. Partial attendance does not reduce the fee.

OPS4. Cancellation and Event Cancellations

OPS4.1 Representation A substitute for the registered participant can be named at any time without additional costs, requiring prior notification via email.

OPS4.2 Cancellation Cancellation conditions:

• Free rescheduling or cancellation up to 21 days before the seminar.
• 20% charge for rescheduling 15-20 days before, 50% for cancellations 1-14 days before, and 100% for cancellations on the seminar day.
• A rescheduling fee of 150€ applies within 21 days before the booked service.
• Written form is required for rescheduling or cancellation. Illness-based cancellation allows for a one-time rescheduling with a medical certificate.

OPS4.3 Event Cancellations Events may be cancelled up to five days before due to insufficient participants or uncontrollable reasons (e.g., sudden trainer illness, force majeure). If unable to offer alternative dates, we will refund any fees paid. PromptingBirds covers up to 250€ for travel expenses in case of short-notice cancellations. Further liability and compensation claims are excluded unless due to intent or gross negligence. Consider this when booking travel accommodations.

OPS5. Right to Make Changes We reserve the right to make necessary adjustments to content, methodology, and organization before or during the event, ensuring it doesn’t significantly alter the event’s benefit for participants. We may convert in-person seminars to live online formats for important reasons (e.g., safety concerns due to natural disasters, epidemics, unrest) up to five days before the scheduled date. Any excess payments will be refunded. We may replace trainers with equally qualified persons if necessary (e.g., due to illness or accident).

Our planning ensures a secure transition from in-person to live online formats if minimum participant numbers are not met, granting us the right to cancel the event.

The +1 guarantee applies similarly. If a participant cancels after booking the guaranteed execution, we may cancel the event due to a lack of participants.

OPS6. Liability for Content and Lost Items Events are prepared by PromptingBirds and its speakers with due diligence. Liability for content accuracy, timeliness, completeness, and quality is excluded. PromptingBirds is not liable for losses or damages to personal items at events unless due to gross negligence or intentional misconduct.

OPS7. Prohibition of Client-Supplied Data Carriers Participants’ data carriers may not be used on our computers. We reserve the right to claim damages for any violation.

OPA (Open Combined Presence Training):

Combined training includes offered modules and remote coaching as mandatory components for certification.

OPA1. Registration Registration must be in writing using provided online forms, email, or fax. Full company address or billing address, including phone and email, is required if not using online forms. Registration becomes binding upon our email confirmation. If the event is fully booked, we will notify you immediately.

OPA2. Participation Fee The fee per person covers all training components excluding VAT, including training attendance, materials, lunch, and beverages on event days, and remote coaching appointments, unless stated otherwise.

OPA3. Payment Terms The fee plus VAT is due upon invoice receipt. You have options for payment:

• Standard payment in three partial invoices: at booking confirmation, training start, and mid-training. The total price can be invoiced in one invoice if preferred. Payments are accepted by bank transfer only. Partial attendance does not reduce the fee.

OPA4. Coaching Coaching dates will be communicated before training starts and can be conducted face-to-face or via phone/online call in consultation between you and the lead trainer.

OPA5. Cancellation and Cancellation

OPA5.1 Cancellation and Cancellation of Presence Training and Live Online Training Cancellation conditions:

• Free rescheduling or cancellation up to 21 days before training starts.
• Only rescheduling or cancellation is possible 15-20 days before, with a 20% charge. 20% charge for rescheduling or cancellations on the seminar day or within 2-14 days before, applicable only if the module is offered as an open seminar.
• We offer numerous alternative dates. Rescheduling or cancellation requires written form. Individual training components may be canceled by us up to seven days before the scheduled date for uncontrollable reasons. In such cases, a replacement date will be arranged, or the entire training may be canceled up to 21 days before the first training date due to insufficient participants or uncontrollable reasons, with a full refund of any fees paid. Further liability and compensation claims are excluded unless due to intent or gross negligence. Consider this when booking travel accommodations. Illness-based absence allows for attending a missed module by participating in one of the open seminars offered by PromptingBirds, upon submitting a medical certificate.

OPA5.2 Representation A substitute can be named at any time without additional costs, requiring prior notification by email to info@promptingbirds.com.

OPA5.3 Cancellation and Cancellation of Remote Coaching Appointments

Cancellation or rescheduling conditions:

• Remote coaching is integral to the training and cannot be canceled. Rescheduling is possible only in consultation with your trainer and not guaranteed. If illness prevents attendance, a new appointment can be arranged upon submitting a medical certificate. Failure to attend a remote coaching session entitles you to a new, but chargeable, appointment, costing 300,00 € plus VAT.

OPA6. Right to Make Changes We reserve the right to make necessary adjustments to content, methodology, and organization before or during the training, ensuring it doesn’t significantly alter the training’s benefit for participants. We may convert in-person training to live online formats for significant reasons (e.g., safety concerns due to natural disasters, epidemics, unrest) up to five days before the scheduled date. Any excess payments will be refunded. We may replace trainers with equally qualified persons if necessary (e.g., due to illness).

OPA7. Liability for Content and Lost Items Training is prepared by PromptingBirds and its trainers with due diligence. Liability for content accuracy, timeliness, completeness, and quality is excluded. PromptingBirds is not liable for losses or damages to personal items at training events unless due to gross negligence or intentional misconduct.

OPA8. Prohibition of Client-Supplied Data Carriers Participants’ data carriers may not be used on our computers. We reserve the right to claim damages for any violation.

Part III: Other Services

These terms apply to contracts between PromptingBirds GmbH and its business clients for other services (e.g., in-house seminars, workshops, consultancy, facilitation, coaching).

SD1. Subject of the Contract The scope of activities to be performed by PromptingBirds (contract subject) will be described in a text-form offer from PromptingBirds or in a text-form contract.

SD2. Client Cooperation, Necessary Documents, and Information The client is obliged to provide PromptingBirds with all necessary documents and information for contract execution without special request and in a timely manner. PromptingBirds may copy provided documents and retain the copies in its files.

SD3. Subcontractors Unless otherwise agreed, PromptingBirds may engage third parties to fulfill its obligations.

SD4. Warranty Claims for Work Performance If the contract involves the creation of a work, the limitation period for warranty claims is one year from acceptance. In the case of fraudulently concealed defects or assumed guarantees, legal periods apply. The right of self-performance (§§ 634 No. 2, 637 BGB) is excluded. If PromptingBirds’ remedial action fails, the client may reduce the payment or withdraw from the contract.

SD5. Remuneration The amount of remuneration and reimbursement of expenses are agreed upon in the contract. Stated amounts are always plus VAT. If no remuneration agreement is made, market-standard conditions apply. PromptingBirds may request reasonable advances on remuneration and expenses. It may also issue partial invoices according to services already provided. Remuneration plus VAT and expense reimbursement are due upon invoice receipt unless otherwise agreed.

SD6. Travel Expenses Travel expenses include all additional expenses directly caused by business travel, such as travel costs, accommodation costs, additional meal expenses, and proven or credibly claimed incidental expenses. Travel expenses are calculated based on receipts as follows:

• Air travel: Economy class
• Train: 1st class with a railcard
• Car rental/Taxi
• Travel by personal car at €0.50 per kilometer
• Accommodations in upper-middle-class hotels
• Other necessary expenses and allowances

SD7. Business and Trade Secrets, Publications PromptingBirds and the client are obliged to treat all facts and information not generally known, especially business and trade secrets of the other contractual party, confidentially indefinitely, use them only for the purpose of contract execution, and not disclose them. If PromptingBirds engages third parties for contract execution, it will obligate them to the same extent of confidentiality. PromptingBirds may use the facts and information without the client’s prior consent for oral or written publications if it does not name the client and no conclusions about the client’s identity can be drawn from the facts and information. PromptingBirds may use the client’s name and logo for its own marketing purposes and, for this purpose only, may also use the client’s brand and company name. Contents of the collaboration and work results created are excluded.

SD8. Cancellation of Events If an event is canceled by the client within 21 days before the agreed date for reasons attributable to the client, PromptingBirds is entitled to the agreed fee and further incurred costs, including cancellations for travel, accommodation, or event rooms. If an event is rescheduled within the cancellation period, PromptingBirds will invoice the total amount. In this case, PromptingBirds offers a 50% discount for the subsequent date.

SD9. Payment Terms The agreed fee is generally due 100% after the service is performed by PromptingBirds, unless negotiated otherwise. The payment term is generally 14 days without deduction unless agreed otherwise.

SD10. Right to Make Changes We reserve the right to make necessary adjustments to content, methodology, and organization before or during the event, ensuring it doesn’t significantly alter the event’s benefit for you. We may convert presence formats to live online formats for significant reasons (e.g., safety concerns due to natural disasters, epidemics, unrest) up to seven days before the scheduled date. Any excess payments will be refunded. We may replace speakers with equally qualified persons if necessary (e.g., due to illness).

SD11. Rights to Use, Rights to Work Results Methods, templates, concepts, tools, and other materials provided by PromptingBirds for service delivery remain its exclusive property and usage rights. The client receives the right to exploit work results created during workshops or seminars in any known or unknown manner.

SD12. Seminar Packages Seminar packages offered by PromptingBirds for widespread employee empowerment in companies are to be paid in full within 30 days of booking and before the start of the first component. The client has the right to select and combine topics from the two-day seminars in the standard curriculum that meet their individual objectives. A change to a different topic than planned is possible free of charge up to 21 days before the seminar begins. Switching to a format or topic not included in the standard curriculum is generally excluded but can be agreed upon in individual cases. All formats included in the package must be claimed within 12 months of booking. Unclaimed formats are considered delivered after this period. Booking a seminar package includes discounted conditions for further services from PromptingBirds, such as seminar places in the open curriculum or consulting fees, during the agreed service period. Deviations from these conditions (payment terms, selection of topics and formats, claiming of components) generally require written form and confirmation by both sides in advance.

Part IV: Booking and Participation in Open Live Online Formats

LOF1. General For seminars, workshops, or coaching, you often no longer need to be present in the seminar/workshop or coaching room. Our online formats offer the same consultation as our presence seminars and workshops. The security of your personal data is our top priority. For this reason, we offer individual consultation including your personal data only after clear identification. PromptingBirds reserves the right to offer you an alternative in-person format if video consultation proves unsuitable in individual cases.

LOF1.1 Registration Registration must be made in writing using the online forms provided, by email, or by fax. If the online forms are not used, it is essential to provide your name and the full company address or billing address, including telephone number and email address. The registration becomes legally binding upon our email confirmation. If the event is already fully booked, we will inform you immediately.

LOF1.2 Participation Fee The participation fee per person and event date excludes VAT and includes attendance at the online format, all access to used tools, and comprehensive seminar materials, unless stated otherwise.

LOF1.3 Payment Terms The participation fee plus VAT is due immediately upon receipt of the invoice. Payments are accepted exclusively by bank transfer. Partial attendance does not entitle a reduction in the participation fee.

LOF1.4 Cancellation and Event Cancellations

LOF1.4.1 Representation You can nominate a substitute for the registered participant at any time without additional costs, requiring prior notification by email.

LOF1.4.2 Cancellation Cancellation conditions:

• Free rescheduling or cancellation up to 10 days before the event starts.
• 50% charge for cancellations 1-9 days before the event starts, and 100% charge for cancellations on the event day.
• A rescheduling fee of 100€ applies within 10 days before your booked service.
• Numerous alternative dates are offered for the seminar topic you booked. Rescheduling or cancellation requires written form. If illness prevents attendance, you can arrange a new date for the same seminar topic once by submitting a medical certificate.

LOF1.4.3 Event Cancellations We reserve the right to cancel the event up to five days before the scheduled date due to insufficient participants or uncontrollable reasons (e.g., sudden trainer illness, force majeure). If unable to offer alternative dates, we will refund any fees paid. Further liability and compensation claims are excluded unless due to intent or gross negligence.

LOF1.5 Right to Make Changes We reserve the right to make necessary adjustments to content, methodology, and organization before or during the event, ensuring it doesn’t significantly alter the event’s benefit for you as a participant. We may replace trainers with equally qualified persons if necessary (e.g., due to illness or accident).

LOF1.5 Liability for Content The events are prepared by PromptingBirds and its trainers with due diligence. Liability for content accuracy, timeliness, completeness, and quality is excluded.

LOF2. Technical Requirements for Live Online Formats You only need a PC, laptop, or mobile device (smartphone/tablet) with a microphone and possibly a webcam, an internet connection (at least DSL) or a corresponding mobile connection (LTE), and a current common browser (Internet Explorer, Firefox, Chrome, Safari).

LOF3. Functioning of Live Online Formats After booking your online format, PromptingBirds will provide you with a link via email. This link is intended for your use only and should not be shared with third parties.

• With Laptop or PC: Click the link for your online format. You may need to install a browser plugin or Microsoft Teams application. After joining, you can allow camera access if you wish to be visible. You can choose whether your audio is via the computer (VoIP) or phone. By clicking the button, you consent to the transmission of your audio.

• With Smartphone or Tablet: Click the link for your online format. You may need to download the “Microsoft Teams” app from your store. After installation and verifying your connection speed, you’ll be admitted to the virtual room. By pressing the button, you consent to the transmission of your audio and video.

Once your trainer joins, you can see them on your screen. Communication is via your device’s microphone or webcam. Just like in our in-person seminars, your trainer can speak with you and show documents. You can end the transmission of your audio/video and the online format at any time.

LOF4. Discretion Your trainer will be in a private room, ensuring discretion and data protection from PromptingBirds’ side. All communication between you and your trainer is encrypted. When using online formats on the go, ensure a private environment and beware of potential eavesdroppers. Be cautious not to share access details to your PromptingBirds account or other accounts. It’s your responsibility to ensure your device is free from unsafe software (spyware, viruses, trojans, etc.).

LOF5. Encryption Participants in an online format with PromptingBirds, whether using a mobile device or PC/laptop, connect through their mobile network or private internet connection. The connection is secured through Microsoft’s protected, redundant network transitions, establishing a secure tunnel between the participant’s device and PromptingBirds’ video conferencing system (end-to-end encryption). SIP (Session Initiation Protocol) encryption uses TLS (Transport Layer Security), the successor to SSL (Secure Sockets Layer). RTP streams (Real-Time Transport Protocol) are encrypted using the AES (Advanced Encryption Standard) method.

PromptingBirds GmbH / As of January 2024