13 March 2023
CP 143, 1066 Epalinges Switzerland
INFORMATION WE MAY COLLECT
When you use our website, send us a query, register for our events, or otherwise liaise with us, we may collect your personal information as follows.
Personal information you provide to us
We may collect personal information directly from you, for instance, when you use our website, set up a membership, contact us, or register for our event. We may collect the following categories of personal information:
Contact information: your name, email address, phone number, and mailing address.
Professional information: information about your professional background, job title, company name, and industry.
Payment information: payment information necessary for handling your membership or registration to our events.
If you fail to provide personal information
Where we need to collect personal information by law or in order to process your instructions or perform a contract (for instance, your membership or registration to our events) and you fail to provide that information when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.
Personal information we collect automatically
When you use our Service, some information may be collected automatically. This includes the type of device you use to access the Service, your IP address and your approximate geographic location, the operating system and version, your browser type, the website content you view and features you access on our website.
Information we receive from other sources
We may receive information about you from third parties such as service providers or which is publicly available. We will notify you when we receive such information and the purposes for which we intend to use that information.
HOW WE USE YOUR INFORMATION
We use your personal information only for the following purposes:
To fulfil a contract, or take steps linked to a contract, with you or your organisation. This includes:
- to register you as a member;
- to provide and administer our Service, including answering your queries and managing access to our events;
- to process payments, billing, and collection; and
- to process registration applications for our events.
As required to conduct our business and pursue our legitimate interests, in particular:
- to administer and manage our relationship with you, including accounting;
- to analyse and improve our Service and communications;
- to protect the security of our communications and other systems and to prevent and detect security threats, frauds or other malicious activities;
- to exercise or defend our legal rights;
- to communicate with you to keep you up to date on the latest events, announcements, and other information about our services (including briefings, newsletters, and other information), events and initiatives; and
- to send you details of surveys, marketing campaigns, market analysis, or other promotional activities related to the services that you have requested from us.
To opt-out of receiving our marketing communications please follow the opt-out links on any marketing message sent to you or contact us by firstname.lastname@example.org.
For purposes required by law, including maintaining records, or complying with law enforcement requirements.
Based on your consent which you can withdraw at any time by contacting us at email@example.com. Typical situations when we may ask for your consent include placing specific cookies on your device, certain marketing communications, and other activities communicated to you in a relevant consent request. We will not perform any such activity without your prior consent.
DISCLOSURE OF YOUR PERSONAL INFORMATION
We may share or disclose your personal information to third parties in certain circumstances as described below:
With service providers: We may share your personal information with third-party service providers who help us operate our business or provide services to you. These service providers may include, for example, payment processors, email service providers, and providers of event booking management services. We only share your personal information with service providers who have agreed to comply with data protection requirements and use your personal information only for the purposes for which we have engaged them.
With business partners: We may share your personal information with our business partners for joint activities, to provide you with services that you have requested, or for event management purposes. For example, if you attend one of our events, we may share your personal information with event partners such as venues where the event is held to facilitate event logistics.
For legal reasons: We may share your personal information if we believe it is necessary to comply with applicable laws or regulations, to respond to a subpoena, court order, or other legal request, or to protect our rights, property, or safety or the rights, property, or safety of our users or others.
With your consent: We may share your personal information with other third parties with your consent. We will provide you with relevant information when your consent is requested.
INTERNATIONAL TRANSFERS OF PERSONAL INFORMATION
We may transfer your personal information to countries outside of the country in which it was originally collected, including to countries that may not offer the same level of data protection as your home country.
Please note that some of the countries outside of the European Economic Area that we may transfer your personal information to have been recognized by the European Commission as providing an adequate level of data protection. In other cases, we will ensure that appropriate safeguards are in place to protect your personal information, such as by using standard contractual clauses approved by the European Commission.
If you have any questions or concerns about how we transfer your personal information to other countries, please contact us at firstname.lastname@example.org.
We take various technical and organisational measures, including SSL, encryption, restricted access, and authentication, to ensure that your personal information is kept secure. Please note that data transmission over the internet is not completely secure, and we cannot guarantee the security of any information that you transmit to us over the internet. Once we have received your personal information, we will use strict procedures and security features to try to prevent unauthorized access.
DATA STORAGE AND RETENTION
We store your personal information on our servers located in the European Economic Area. We may also store your personal information on servers or databases owned or operated by third-party service providers we have engaged, located outside the European Economic Area, for example, in the United States.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements and, where required for us to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled. Upon expiry of the applicable retention period, we will securely destroy your personal information in accordance with applicable laws and regulations.
If you want to learn more about our specific retention periods for your personal information established in our retention policy, you may contact us at email@example.com.
YOUR DATA PROTECTION RIGHTS
You have various rights with respect to our use of your personal information:
Access: You have the right to request a copy of the personal information that we hold about you. There are exceptions to this right, so that access may be denied if, for example, making the information available to you would reveal personal information about another person, or if we are legally prevented from disclosing such information. You are entitled to see the personal information held about you. If you wish to do this, please contact us using the contact details provided below.
Accuracy: We aim to keep your personal information accurate, current, and complete. We encourage you to contact us to let us know if any of your personal information is not accurate or changes, so that we can keep your personal information up to date.
Objecting: In certain circumstances, you also have the right to object to processing of your personal information and to ask us to block, erase and restrict your personal information. If you would like us to stop using your personal information, please contact us.
Porting: You have the right to request that some of your personal information is provided to you, or to another data controller, in a commonly used, machine-readable format.
Erasure: You have the right to ask us to erase your personal information when the personal information is no longer necessary for the purposes for which it was collected, or when, among other things, your personal information have been unlawfully processed.
Complaints: If you believe that your data protection rights may have been breached, you have the right to lodge a complaint with the applicable supervisory authority, or to seek a remedy through the courts.
You may, at any time, exercise any of the above rights, by contacting firstname.lastname@example.org together with a proof of your identity, i.e., a copy of your ID card, or passport, or any other valid identifying document.
RIGHT TO WITHDRAW CONSENT
If you have provided your consent to the collection, processing, and transfer of your personal information, you have the right to withdraw your consent fully or partly by contacting email@example.com or sending a corresponding request to our address as stated in the beginning of this policy. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose to which you originally consented.
Our Service are not directed nor is it intended for use by children (for the purpose of definition a “child” is an individual that is under the age of 16). We do not knowingly process a child’s information, if you have reasons to believe that a child has shared any information with us, please contact us via firstname.lastname@example.org.