Privacy notice
1. What is the nature and the purpose of the processing operation?
Personal data is processed when organising and managing events, including meetings, and coordinating follow-up activities, as well as for the purposes of accountability, communication and transparency. This may include registration and accommodation for event participants; logistical support before and during the event, minute-taking and distribution of minutes; recording interviews; web-publication, publication in the in-house magazine or through other media channels such as streaming; and providing participants with further information on future meetings and events, sharing participants’ contact details for networking purposes.
2. What personal data do we process?
Prior to and during an event, the SWEET-reFuel.ch Management processes participants’ identification data to organise and manage the event. This includes the name, surname, email address, organisation/institution, dietary information to organize the catering and event-topic related preferences to organize the event to the participants satisfaction.
Upon specific consent of the participants the SWEET-reFuel.ch Management processes participants’ name, surname and email to send further information on other events related to projects managed by the SWEET-reFuel.ch Management and creation of participants list containing contact details and affiliation which can be shared among participants to facilitate networking.
Sound, video, or audio-visual recordings may also be made during events, including during interviews and workshops. When this is the case, images/photos, statements, opinions, etc. may be processed depending on the type and purpose(s) of the recording. If you do not want to be photographed or recorded, you can choose not to be present when the photographs are being taken or the recording occurs, or contact the event organizer.
3. Who is responsible for processing the data?
The processing of the personal data is carried out under the responsibility of the SWEET-reFuel.ch Management.
Personal data may be processed by authorised team members .
4. Who has access to your personal data and to whom are they disclosed?
Personal data related to participants are made accessible only on a need-to-know basis to team members. Due to reporting requirements, personal data related to participants in certain events may be made accessible to authorised staff of SFOE.
Specific information on the exact recipients will be available from the SWEET-reFuel.ch Management.
5. How do we protect and safeguard your information?
We take appropriate technical and organisational measures to safeguard and protect your personal data from accidental or unlawful destruction, loss, alteration and unauthorised disclosure or access.
All personal data related to the organisation and management of events is stored in secure IT applications according to the Office’s security standards, as well as in specific electronic folders accessible only to authorised recipients. The SWEET-reFuel.ch Management´s systems and servers are password protected and require an authorised username and password to access. The information is stored securely so as to safeguard the confidentiality and privacy of the data therein. Paper documents are kept locked in secure cupboards.
6. How can you obtain access to information concerning you and, if necessary, rectify it? How can you receive your data? How can you request that your personal data be erased, or restriction or object to its processing?
You have the right to access, rectify, erase, and receive your personal data, as well as to restrict and object to the processing of you data.
You have the right to withdraw your consent for the processing of your data when you no longer wish to receive information about on other events managed by SWEET-reFuel.ch.
If you would like to exercise any of these rights, please send a written query explicitly stating your request to the delegated data controller as indicated in section 9 below.
Your request will be answered free of charge and without undue delay, and in any event within one month of receipt of the request. However, that period may be extended by two further months where necessary, taking into account the complexity and number of the requests. We shall inform you of any such extension within one month of receipt of the request, together with the reasons for the delay.
Please note that withdrawing your consent for the processing of your data will not affect the lawfulness of any processing based on your consent before this consent was withdrawn.
7. How long do we store your data?
Personal data processed by data controllers will be kept only for the time needed to achieve the purpose for which it is processed.
Personal data (name, number, e-mail) can be stored, in the case of events organised in the framework of actions of SWEET-reFuel.ch, for a period of 5 years after the end date of the action, including any prolongation of the end date of the related grant agreement.
The remaining data (except for participants’ email addresses) will be deleted 6 months after the event at the latest. Health-related data will be stored for 6 months if the participant has not withdrawn their consent, in which case the data will be immediately deleted.
The participants’ name, surname and email will be stored for the period of 5 years after the consent was given if the participant has not withdrawn their consent, in which case the data will be immediately deleted.
Notwithstanding the above, some personal data (photographs and/or sound, video and audio-visual recordings of events) might be kept for educational, institutional, recording, informational and/or promotional (internal and external) reasons for a longer period of time. If this is the case, personal data use will be limited as much as possible, for example, by keeping only the name, surname, and photographs.
8. Contact information
Should you have any queries on the processing of your personal data, please address them to the data controller at the following email address: ktt@sweet-refuel.ch
9. House Rule
We promote the Chatham House Rule. This means participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed.
Please consider this when you provide information.
