RAPS Switzerland Chapter privacy policy

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RAPS Switzerland Chapter - Privacy Policy

Effective Date: 2024-02-01

 

Your privacy is important to us.

The protection of your data and the privacy of the users of our website is important to us. The personal data we collect or recieve in the course of our activities is treated confidentially and is securely protected from access. Most of our content on the website can be used freely. However, we use industry-standard technologies to measure and improve the performance of our website and collect data for this purpose. In some cases, we work with external service providers. Insofar as we (or third parties on our behalf) collect and process personal data, we comply with the requirements of the Swiss Data Protection Act and the applicable requirements of the EU General Data Protection Regulation. This Privacy Policy ("Policy") describes how RAPS.org and RAPS Switzerland Chapter ("we", "us" or "our") collect and processes personal data and what rights you have in doing so.

 

Introduction

The RAPS Switzerland Chapter conducts a number of professional development and networking activities throughout the year to help members connect, build relationships, and increase knowledge, competence, and performance. By using our website, information services and / or programs, you agree to this Privacy Statement. If you provide us with personal data of other persons, please make sure that these are aware of this Privacy Policy and only share their personal data with us if you are authorized to do so.

RAPS Switzerland Chapter is established under Swiss law and is subject to Swiss data protection laws, such as the Swiss Federal Act on Data Protection ("FADP"). As an internationally active organization, the EU General Data Protection Regulation ("GDPR") is also relevant to us in addition to the Swiss data protection regulations.

If you instruct us or one of our representatives, RAPS Switzerland Chapter is the controller within the meaning of the FADP/DSGVO, which determines the purposes and means of the processing of personal data. 

In the context of certain activities, RAPS Switzerland Chapter may be joint data controller within the meaning of data protection legislation; this is the case, for example, when we conduct surveys together with RAPS.org.

If you do not agree with this Privacy Policy, you should not use our programs and services. If you have any questions regarding data protection, please do not hesitate to contact us (section 11).

 

1. What personal data do we collect and process?

Personal data is any information that relates to an identified or identifiable natural person. Data that cannot be assigned to a natural person (anonymous data) are not included. We primarily process personal data that we receive in the course of our activities as above (see “Introduction”) with members and other interested parties.

Sensitive personal data includes data about religious, ideological, political or trade union views or activities; data about health; privacy, including information about sexual life and sexual orientation; data about racial or ethnic origin; genetic data; biometric data that uniquely identifies a natural person; data about administrative or criminal prosecutions or sanctions; and data about social assistance measures.

We process, i.e., collect, use, store and transfer diverse types of personal data such as:
 

a. Data about your identity such as first name, surname, date of birth, gender, title;

b. Contact data such as addresses (billing address, shipping address, email address) and telephone number, and financial data such as bank details and payment card details;

c. Service data such as details of payments made to you or by you and other details of services you have received from us, or we have received from you;

d. Identification and background information that you provide to us;

e. Information related to your job functions and activities;

f. Information disclosed to us for the purpose of attending meetings, seminars, or events;

g. Advertising and communication data such as information about when you receive and read newsletters from us, which of our events you attend, and preferences in advertising and communication preferences;

h. Any other information related to you that you provide to us, like preferences and interests.
 

Most of this data will be supplied by you when you contact us in writing, including e-mail, use on-line forms and accounts or when you participate in surveys. Other information will be collected by automatic means, e.g., cookies (see later

 

2. ​How do we collect personal data?

We collect and process personal data when you communicate with us, our leadership and/or volunteers, register to receive information by e-mail, or when you attend a meeting, seminar, or other event.

In addition to the data, you give us directly, we collect personal data from the following sources:
 

a. Information provided to us by your family, your employer, your contracting parties, our business partners, or other third parties;

b. Information we receive from courts and authorities in connection with existing or threatened official and legal proceedings;

c. Information from the media and the Internet about your person (if this is appropriate in the specific case).
 

When you access our website, data transmitted by your browser and automatically stored by our server, such as the date and time of access, the name of the file accessed, as well as the amount of data transferred and the access time, your web browser, browser language and requesting domain are recorded (further data is only recorded via our website if you provide this information voluntarily, for example as part of a registration or request).

If you register to receive information from us, we process the contact details you provide, such as title, first name, last name, company as well as e-mail address.

 

3. For what purposes do we process personal data?

We process your information, including your personal data, for the following purposes:

a. Primarily, to enter into and maintain relationship with our members, participants  and business partners; we require this information to meet our obligations to you if you are a Chapter member or a user of Chapter services, e.g., our Educational or Networking Events. 

b. Internal record keeping (e.g., members and attendees at Events);

c. Administration, management, and improvement of the services we offer;

d. For the purpose of purchasing products and services from our suppliers and other partners;

e. To comply with legal and regulatory obligations and responsibilities, in the course of our general business and for other business administration purposes; 

f. For marketing, promotional, and other purposes: where you have given us consent to process your personal data for specific purposes, we will process your personal data within the scope of and based on that consent, unless we have another legal basis, and we require one. Consent given can be revoked at any time, but this will not affect any data processing that has already taken place;

g. For the further development of our offers, services and websites, and other platforms on which we are present; communication with you; communication with third parties and processing of their inquiries (e.g., applications, media inquiries);

h. For market and opinion research, media monitoring;

i. For the purpose of ensuring our operations, in particular IT, our websites and other platforms, as well as measures for IT, building and facility security and protection of our employees and other persons and assets entrusted to us (such as access controls, visitor lists, network and mail scanners, telephone record.
 

We will only collect information that is relevant to our objects and the services we provide, and we will only keep it for as long as reasonable for that purpose.

 

4. On what legal basis do we process personal data?

Depending on the purpose of the processing activity (see section 3 above), your information and personal data will be processed if:

a .it is necessary for the conclusion or performance of a contract for the requested services or for the performance of our obligations under such contract, 

b. it is necessary for the legitimate interests of RAPS Switzerland Chapter without unreasonably prejudicing your interests or fundamental rights and freedoms;

c. it is necessary to comply with our legal or regulatory obligations, including conducting verifications to identify you;

d. if we process sensitive personal data or special categories of personal data, if the processing relates to personal data that are manifestly in the public domain; or

e. if they are processed with your consent, which we may obtain from you from time to time (e.g., if required by law), or which are processed with your explicit consent, which may be required, in the case of sensitive personal data or special categories of personal data.

 

5. Who has access to personal information and with whom is it shared?

To the extent we are permitted, we may share your personal information as follows:

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a. We may share Personal Information within RAPS Switzerland Chapter and Raps.org; if we do so, the use and sharing of your Personal Information is subject to this Statement.

b. We may disclose Personal Information to comply with the law, a judicial proceeding, a court order, or other legal process, including arbitration, such as in response to a court order or subpoena.

c. When required, we disclose personal information to public and judicial authorities, regulators, or government agencies and in proceedings, including when required by law or regulation, under a code of conduct, or by those authorities or agencies.

d. We may share your information with third party vendors, service providers, contractors or agents who perform service functions that we need to operate our business, such as for example, banks, insurance companies, counterparties and their legal representatives, hosting providers, email communication providers, and other third parties, all based on our instructions and in accordance with this statement and other appropriate confidentiality and security measures.

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The named recipients may be located outside of Switzerland. In such cases, except where the country in question has been determined by the EU or Switzerland to provide an adequate level of protection, we will take appropriate safeguards (e.g., by entering into the EU Commission's standard contractual clauses, including any necessary adaptations for Switzerland) to ensure that such transfer is in compliance with applicable data protection laws. 

You may request additional information in this regard and obtain a copy of the relevant safeguards (e.g., standard contractual clauses) by contacting us at the address provided at the end of this notice.
 

6. How long do we retain your information?

We retain your information, including personal data, only for as long as necessary to fulfill the purpose for which it was collected and for as long as we have a legitimate interest in retaining personal data, for example, to enforce or defend legal claims or for archiving purposes and IT security. Furthermore, we store your personal data if and as long as this is required in accordance with a legal retention obligation.

 

7. Cookies

 

7.1 The use of Cookies: Our website uses cookies to help customize your experience. Cookies are small text files that are stored by the browser or by a mobile phone (Android or iPhone) on your computer or mobile device. They allow websites to store such things as user preferences. You can think of cookies as providing a 'memory' for the website, enabling it to recognize a user and respond appropriately.

 

Most browsers and phones have ways to stop accepting classes of cookies, or to stop accepting cookies from a particular website. Help in turning off cookies can be found in your browser or mobile phone help files or at www.aboutcookies.org. Bear in mind however, that using cookies is needed for some transactions and turning them off might mean you are not able to book on our Events, for example.

 

7.2 How We Use Cookies:
We classify Cookies in the following categories:

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Strictly Necessary

These cookies link the actions of a user during a browser session in order to allow navigation around web pages, access to secure areas of the Portals or Platforms and help make the services available through our Portals and Platforms work. Without these cookies, basic functions of the Portals and Platforms would not work.
On the Platforms, we use session cookies for authentication and authorization purposes and to track a visitor’s identity during a particular session.

Because these cookies are strictly necessary to deliver our services, users cannot refuse them.

 

User action: 
You can block or delete these cookies by changing the browser settings as explained below

 

Preferences

These cookies are used to store choices you make and your preferences regarding our services (such as your username, language, or the region you are in, enable user interface customization). These cookies allow us to provide enhanced, more personalized features (such as enabling customer support for users via live support chat). These cookies are not essential for using our services. However, without these cookies, certain functionality may become unavailable or may not function properly.
On the Platforms, we use user interface customization cookies to store Clients’ preferences such as grid preferences (columns, sort order, etc.) or to enable certain functions, such as to prepopulate the input of the RSS feed dialog.

 

User Action:
You can block or delete these cookies by changing the browser settings as explained below.

 

Analytics

These cookies allow us to recognize and count the number of visitors and to see how visitors move around the Portals and Platforms when they are using it. This helps us to improve the way our Portals and Platforms work, for example by making sure visitors are finding what they need easily. The information collected through these cookies include anonymous traffic statistics, like number of page views, number of visitors, and time spent on each page.
In particular, we use cookies from Google Analytics, a web analytics service provided by Google Inc. (“Google”). The information collected by Google (including your internet protocol (IP) address) will be transmitted to and stored by Google on servers in the United States. Google will use this information on our behalf for the purpose of evaluating your use of the Portals, compiling reports on the Portals activity and providing further services to us relating to the Portals usage. Learn more about Google Analytics’ privacy practices, and see a copy of Google’s privacy policy, at the following link: https://support.google.com/analytics/answer/6004245?hl=en&ref_topic=2919631.
We use Analytics cookies from HotJar on the Portals to analyze and evaluate the use of our sites and improve our services and features. Learn more about HotJar’s privacy practices here.
On our CMS, Kentico, we use Kentico analytics to track visits across pages on the Platforms and landing pages.
We use Analytics cookies from RealMagnet (provided by Higher Logic, Inc.) for analytics and marketing automation tracking for conversion on the Platforms.  Higher Logic’s privacy policy is at the following link https://www.higherlogic.com/privacy.

User Action:
You can block or delete these cookies by changing the browser settings as explained below.
You can also prevent your data from being collected by Google Analytics on the Portals by downloading and installing the Google Analytics Opt-out Browser Add-on for your current web browser at the following link: https://tools.google.com/dlpage/gaoptout?hl=en.

 

8. Third-party links

Our website may contain links to third-party, like e.g., RAPS.org. Access to and use of such linked websites is not subject to this Privacy Policy, but to the privacy policies of such third-party websites. We are not responsible for the information practices of such third-party websites.

 

9. Security of your personal data

We have taken reasonable precautions to protect the information we collect from loss, misuse and unauthorized access, disclosure, alteration, and destruction.

 

10. Rights

10.1 What are your rights?

Individuals located in Switzerland, or the European Economic Area (EEA) have certain rights with respect to your personal data. RAPS Switzerland Chapter offers you the opportunity to exercise your rights, including:

a. the right to access your personal data;

b. the right to correct or rectify inaccurate personal data;

c. the right to restrict or object to the processing of personal data;

d. the right to have your personal data deleted; and

e. the right to portability of personal data.

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You are entitled to these rights in accordance with the provisions of the Data Protection Act. 

 

10.2 How can you exercise your individual rights?

The exercise of your rights requires that you prove your identity (e.g., by means of a copy of your ID card). To exercise your rights, you can contact us at the address listed in section 11.

You also have the right to enforce your claims in court or to file a complaint with the competent data protection authority. The competent data protection authority in Switzerland is the Swiss Federal Data Protection and Information Commissioner (http://www.edoeb.admin.ch).

 

​11. Contact

For any exercise of your rights, any request for information regarding data privacy or any other request you can contact: toufik.abbas@raps-switzerland.ch .

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