Terms and Conditions
18 Sept 2026
System Mapping Academy is the joint brand under which Fabian Gampp and Gian Wieck offer their trainings and consulting services. These Terms and Conditions govern the contractual relationship between the System Mapping Academy and its customers. This version replaces the version dated 8 October 2021 and covers bookings placed through the System Mapping Academy online shop.
1. General Provisions
1.1 Scope
These General Terms and Conditions regulate the contractual relationship between the System Mapping Academy and its customers. Conditions or general business terms of the customer do not have validity, even if those of the System Mapping Academy do not contradict them directly.
For open formats booked through the online shop under clause 2, the contracting party is Gian Wieck, trading as System Mapping Academy. Fabian Gampp may deliver these formats as a trainer; clause 1.5 applies.
For formats for organisations under clause 3, the contracting party is the person named in the respective offer, being either Fabian Gampp or Gian Wieck, each acting as an independent business.
The contracting party, together with its address, tax number and, where applicable, VAT identification number, is stated in the order confirmation and on the invoice.
The offerings of the System Mapping Academy are directed at business customers, public bodies and non-profit organisations. Where a booking is nevertheless made by a consumer within the meaning of Section 13 of the German Civil Code (BGB), the mandatory statutory provisions for consumers apply in addition, in particular the right of withdrawal set out in clause 4.1.
1.2 Applicable Law and Jurisdiction
The contractual relationship and all legal relationships arising from it shall be governed exclusively by German law, with the exclusion of the United Nations Convention on Contracts for the International Sale of Goods (CISG). For consumers resident in the European Union, this choice of law does not deprive them of the protection afforded by mandatory provisions of the law of their country of residence. Insofar as the contractual partner is a business owner or a special fund under public law, the place of jurisdiction is Berlin.
1.3 Liability
Damages caused by slight negligence will only be compensated if the violation is that of a fundamental contractual obligation. In cases of a slight negligent breach of a fundamental obligation, liability is limited to the contractually typical and foreseeable damage. In other cases, System Mapping Academy shall only be liable in the case of intent or gross negligence or in the case of culpable injury to life, limb or health. Liability claims for slight negligence shall lapse within one year after their occurrence. This does not apply to culpable injury to life, limb or health.
1.4 Retention of Title
The System Mapping Academy reserves the right of unrestricted ownership to and of all deliveries of material in physical form until the complete fulfilment of all payment obligations by the customer. Rights of use in training materials and other copyright-protected works are governed by clause 2.
1.5 Subcontractors
The System Mapping Academy is entitled to the use of third parties in order to fulfil its obligations.
1.6 Training Materials and Rights of Use
Workshop and training materials provided by the System Mapping Academy, including slide decks, canvases, templates, handouts and prepared Miro boards, are protected by copyright. Subject to complete fulfilment of all payment obligations, the customer receives a simple, non-exclusive, non-transferable right to use these materials.
This right of use covers:
use by the participant for their own work;
use within the participant's own organisation, including the reproduction of copies needed for that purpose;
adaptation of templates and canvases for the organisation's own projects.
This right of use does not cover:
passing the materials on to third parties outside the participant's organisation, publishing them, or making them publicly available;
using the materials, in whole or in part, to deliver training, workshops or consulting services to third parties, whether for a fee or free of charge;
removing or altering copyright notices or the System Mapping Academy branding.
The methods, frameworks and ways of working taught in the training are not themselves subject to these restrictions. Participants are expressly encouraged to apply them in their own practice. The restrictions apply to the concrete materials in which those methods are presented.
Materials produced by third-party speakers may only be translated, reprinted, electronically processed, distributed or published, including in excerpts, with the express written consent of the System Mapping Academy and the respective speaker.
1.7 Recordings
The System Mapping Academy may record parts of online sessions, for example a method demonstration or an input segment, in order to make them available to registered participants after the event. Participants are informed before any recording starts. Recording is limited to the presenting person and the shared screen wherever this is technically possible.
Participants who do not wish to appear in a recording may switch off camera and microphone and use the chat instead. Participation is possible without appearing in any recording; no disadvantage arises from this.
Recordings are made available only to the participants of the respective event and only for the period stated in the event description. They are not published, not used for advertising and not passed on to third parties unless the persons appearing in them have given separate written consent.
Participants may not record sessions themselves, in whole or in part, by audio, video, screen recording or screenshot, and may not photograph mapping boards containing contributions of other participants, without the prior written consent of the System Mapping Academy and of the participants concerned.
1.8 Confidentiality
Participants regularly bring internal information about their organisations into system mappings, including strategies, structures, conflicts and figures. The following applies to this information.
The System Mapping Academy, its speakers and its subcontractors treat all information disclosed by participants in the course of an event as confidential. They do not pass it on to third parties and do not use it for purposes other than delivering the event.
Participants likewise treat information disclosed by other participants as confidential. They do not pass it on to third parties and do not use it outside the event without the consent of the participant concerned.
These obligations do not apply to information that is publicly known, that becomes known without breach of this clause, that was already lawfully known to the receiving party, or that must be disclosed by law or by an order of a court or authority.
The obligations survive the end of the event and remain in force for three years, and for as long as the information qualifies as a trade secret under the German Trade Secrets Act (GeschGehG).
The System Mapping Academy may use insights gained in an event for the further development of its methods and materials in anonymised and aggregated form, in such a way that no conclusions can be drawn about individual participants or their organisations. Naming a customer as a reference, or publishing a case study, requires separate written consent.
Shared workspaces used during an event, in particular Miro boards, remain accessible to participants for the period stated in the event description. After that period the System Mapping Academy may delete them. Participants are responsible for exporting content they wish to keep.
2. Open Formats of the System Mapping Academy
The following applies to participation in the open formats (workshops and training programmes) of the System Mapping Academy.
2.1 Registration and Conclusion of Contract
Registration is made through the online shop of the System Mapping Academy or, by prior arrangement, in writing by email. Where the online registration form is not used, the name of the participant must be clearly stated, together with the complete invoicing address including VAT ID, telephone number and email address.
The presentation of workshops in the online shop does not constitute a binding offer. By completing the booking, the customer submits a binding offer to conclude a contract. The contract comes into effect when the System Mapping Academy confirms the booking by email. This confirmation is sent automatically in the ordinary course of business.
Where a payment method with deferred settlement is selected, in particular bank transfer, the booking is held for the reservation period stated in the shop. If no payment is received within that period, the booking lapses automatically and the place is released. The System Mapping Academy is not obliged to notify the customer separately before the booking lapses.
If the selected workshop is already fully booked at the time of registration, the customer will be informed without delay and no contract comes into effect.
2.2 Participation Fee
All prices are net prices per person and per event date, plus statutory value added tax at the applicable rate. The invoice currency is the euro.
Unless otherwise stated, the participation fee for face-to-face workshops includes attendance at the workshop or programme, the workshop or programme documents, a joint lunch and beverages during breaks per workshop or programme day. Accommodation and travel expenses are not included in the price.
For online formats, the participation fee includes attendance at the workshop or programme as well as the content-related and technical preparation and provision of the Miro boards.
Attendance of only part of a workshop or programme does not entitle the participant to a reduction of the participation fee.
2.3 Terms of Payment
The payment methods available are those offered in the online shop at the time of booking. These may include card payment, bank transfer and further methods. The System Mapping Academy may make individual payment methods unavailable for particular bookings.
Where payment is made by card or another method settled at the time of booking, the participation fee is due immediately.
Where payment is made by bank transfer, the participation fee is due within 14 days of the date of the invoice and in any event no later than the first day of the workshop or programme. The payment reference stated on the invoice must be quoted so that the payment can be allocated.
Costs charged by the customer's own bank or payment service provider, including currency conversion and international transfer charges, are borne by the customer. For transfers from outside the SEPA area, the customer shall instruct their bank to bear all charges so that the full invoice amount is received.
2.4 Late Payment
If the customer fails to pay by the due date, the customer is in default without further reminder. Where the customer is a consumer, default occurs at the latest 30 days after receipt of the invoice, provided the invoice contains a specific reference to this consequence.
From the onset of default, the System Mapping Academy is entitled to charge default interest at 9 percentage points above the base rate for customers who are not consumers, and at 5 percentage points above the base rate for consumers. For customers who are not consumers, the System Mapping Academy may additionally charge the statutory lump sum of 40 euros pursuant to Section 288 (5) of the German Civil Code. The right to claim further damages caused by default remains unaffected.
If the participation fee has not been received in full by the start of the workshop or programme, the System Mapping Academy may refuse admission. The obligation to pay the participation fee remains unaffected in that case.
2.5 Substitute Participant
Naming a substitute participant in place of the registered participant is possible at any time and free of charge. The substitute must possess equivalent qualifications. The System Mapping Academy reserves the right to reject any applicant who may not be sufficiently qualified.
2.6 Cancellation by the Participant
Cancellations must be made in text form, for example by email, or through the order page in the online shop where that option is offered. The date on which the cancellation is received by the System Mapping Academy is decisive.
Up to 30 days before the first day of the workshop or programme, a booking may be cancelled free of charge. The participation fee is refunded in full within 14 days, using the payment method originally used, unless a different method is agreed.
From 30 days before the first day, cancellation is no longer possible and the participation fee remains payable in full. This also applies if the participant does not attend.
Instead of cancelling, the customer may name a substitute participant under clause 2.5 at any time and free of charge, including after the 30-day deadline has passed.
The customer is at liberty to prove that the System Mapping Academy has incurred no damage or substantially lower damage, in which case only the lower amount is payable.
2.7 Rebooking in Exceptional Circumstances
There is no general entitlement to rebook to another date. In exceptional circumstances for which the participant is not responsible, in particular illness, the System Mapping Academy may permit a rebooking to another date of the same format at its reasonable discretion. The participant shall substantiate these circumstances on request, for example by a medical certificate.
A rebooking requires availability on the new date and is possible once per booking.
Once a booking has been rebooked, it can no longer be cancelled. The participation fee remains payable in full, including if the participant does not attend the new date. Naming a substitute participant under clause 2.5 remains possible.
If the new date carries a higher price, the difference is payable. If it carries a lower price, the difference is not refunded.
Rebooking requests must be made in text form.
2.8 Cancellation of Workshops or Programmes by the System Mapping Academy
The System Mapping Academy may cancel a workshop or programme up to five days before its scheduled start if the minimum number of participants of six persons is not reached. The minimum number of participants for each format is stated in the event description.
The System Mapping Academy may also cancel a workshop or programme if a compelling reason arises for which it is not responsible, for example the sudden illness of a speaker who cannot be replaced, or force majeure.
In either case, participation fees already paid are refunded in full within 14 days, using the payment method originally used. At the customer's choice, the amount may instead be credited towards a later date of the same or a comparable format.
Further liability and compensation claims are excluded, except in the case of intent or gross negligence. In particular, the System Mapping Academy does not reimburse travel, accommodation or other expenses incurred by participants. Participants are asked to take this into account when booking hotels, flights or rail travel, and to prefer flexible or refundable bookings until the event is confirmed to take place.
2.9 Vouchers and Discount Codes
Vouchers and discount codes issued by the System Mapping Academy, including the AI training voucher issued in connection with selected formats, are subject to the following conditions.
A voucher entitles the holder to participate in the format named on the voucher, or to the discount stated on it. A voucher is issued to a named participant and may be transferred to another person within the same organisation. Transfer to persons outside that organisation and resale are excluded.
A voucher is valid for 24 months from the date of issue, unless a different period is stated on the voucher. Redemption requires a booking made within that period; the date of the booking is decisive, not the date of the event.
Vouchers are redeemed in the online shop by entering the voucher code during the booking process. A voucher may be redeemed once and applies to one place. Vouchers cannot be combined with other vouchers or discounts unless expressly stated.
Vouchers are not paid out in cash and are not exchanged for cash, in whole or in part. Where the value of a voucher exceeds the price of the booking, the remaining value lapses unless stated otherwise on the voucher.
Where a voucher was issued in connection with a paid booking and that booking is cancelled or refunded, the voucher lapses. Where a voucher was redeemed and the booking is subsequently cancelled by the participant under clause 2.6, the voucher is not reissued. Where the System Mapping Academy cancels the event under clause 2.8, the voucher is reissued with a validity period of at least the remaining original period, and of at least three months.
2.10 Modification Agreement
The System Mapping Academy is entitled to make any necessary changes before or during a workshop or programme affecting content, methodology or organisation, insofar as these do not significantly change the benefits of the specific workshop or programme for the participants. The System Mapping Academy is entitled to replace the original speaker with a substitute speaker if necessary, for example in case of illness or accident, who is equally qualified with regard to the specific topic.
2.11 Liability for Contents and Lost Items
The workshops and programmes are prepared by the System Mapping Academy and its speakers to the best of their knowledge and ability. The System Mapping Academy accepts no liability or guarantee for the correctness, topicality, completeness and quality of their contents. The System Mapping Academy also bears no liability for the loss or damage of items brought to the premises, unless the loss or damage of these items arises from gross negligence or wilful conduct on the part of the System Mapping Academy.
2.12 Technical Requirements for Online Formats
Participants in online formats are responsible for a working internet connection, a suitable device, and access to the collaboration tools named in the event description, in particular Miro and the video conferencing platform used. The System Mapping Academy states these requirements in the event description before booking. Disruptions within the participant's own technical environment do not entitle the participant to a reduction of the participation fee.
2.13 Prohibition of Customer-Side Data Carriers
Data carriers brought in by participants may not be uploaded to the computers of the System Mapping Academy. In the case of any damages arising as a result of an infringement, the System Mapping Academy reserves the right to assert claims for damages.
3. Formats for Organisations
This clause applies to in-house workshops, consulting, moderation and coaching commissioned by an organisation.
3.1 Remuneration
The amount of remuneration and the reimbursement of out-of-pocket expenses are agreed upon in the contract. Quoted prices do not include statutory VAT and are subject to the costs of travel and accommodation of coaches at workshops held outside of Berlin. The premises shall be equipped with materials as required by the Systemic Design methodology. A material list will be provided in advance by the System Mapping Academy upon request.
Unless otherwise agreed, invoices are due within 14 days of the date of the invoice. Clause 2.4 applies accordingly to late payment.
3.2 Cancellation of Workshops
If a workshop is cancelled from four weeks before the scheduled date, 50% of the total price will be charged. If cancellation occurs from two weeks before the scheduled date, 100% of the total price will be charged. The customer is at liberty to prove that no damage or substantially lower damage has been incurred, in which case only the lower amount is payable.
Travel expenses incurred for journeys booked in vain, such as train, flight or hotel, are additionally reimbursed against proof, provided the cancellation occurred less than two weeks before the scheduled date.
Cancellations must be made in text form.
3.3 Travel Expenses
Travel expenses are considered all expenses directly arising from a business trip. These include travel costs, overnight accommodation as well as proven or credible additional costs. Travel expenses are calculated as follows: flight costs in economy class, rail costs in second class, rental car and taxi costs; overnight accommodation and other travel expenses are calculated against an invoice.
3.4 Confidentiality and Rights of Use
Clauses 1.6, 1.7 and 1.8 apply accordingly to formats for organisations. Where the customer and the System Mapping Academy have concluded a separate non-disclosure agreement, that agreement takes precedence over clause 1.8.
4. Final Provisions
4.1 Right of Withdrawal for Consumers
Consumers within the meaning of Section 13 of the German Civil Code have a statutory right to withdraw from contracts concluded through the online shop. The details, including the withdrawal period, the procedure and the consequences of withdrawal, are set out in the separate withdrawal instructions, which form part of these Terms and are provided to the consumer before the booking is completed.
Where the workshop or programme begins before the withdrawal period expires, this requires the consumer's express request. In that case the consumer owes a proportionate amount for the services already provided if the right of withdrawal is exercised.
The cancellation rules in clause 2.6 apply to consumers only after the withdrawal period has expired, and apply to customers who are not consumers from the conclusion of the contract.
4.2 Data Protection
Personal data is processed in accordance with the privacy policy of the System Mapping Academy, which is available on its website. Where the booking is processed through a ticketing service provider or a payment service provider, the data required for that purpose is transmitted to that provider.
4.3 Changes to These Terms
The version of these Terms in force at the time of booking applies to that booking. The System Mapping Academy may amend these Terms for future bookings.
4.4 Consumer Dispute Resolution
The System Mapping Academy is neither obliged nor willing to participate in dispute resolution proceedings before a consumer arbitration board.
4.5 Severability
Should individual provisions of these Terms be or become invalid, the validity of the remaining provisions remains unaffected.