Privacy POlicy

This privacy policy (the "Privacy Policy") explains how Climate Week Zurich, an association organised under Swiss law, c/o ecoinvent Association, Technoparkstrasse 1, 8005 Zurich, Switzerland ("Climate Week Zurich", "we", "us"), collects, uses, discloses and protects personal data.

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Climate Week Zurich acts as the data controller and is subject to Swiss data protection law (FADP) and, where applicable, foreign data protection law, in particular that of the European Union (EU) with the General Data Protection Regulation (GDPR). The European Commission recognises that Swiss data protection law ensures adequate data protection.

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This Privacy Policy applies to all users ("Users") of our websites, services, and web and mobile applications available at https://climateweekzurich.org (collectively, the "Service").

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Where personal data is processed through third-party platforms (in particular Glue Up, including glueup.com and My Glue App), such processing is governed by the privacy policies of those third parties acting as independent controllers or processors, as applicable.

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This Privacy Policy describes and governs our practices regarding the collection, processing and usage of information we collect from Users (“Personal Data”). The Privacy Policy also explains how we may use your Personal Data, when (under certain circumstances) we may disclose your Personal Data, and how you can access and update your Personal Data. This Privacy Policy also details the steps we have taken to secure your Data.

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1. Site Data Processing

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Climate Week Zurich

c/o ecoinvent Association

Technoparkstrasse 1

8005 Zurich

office@climateweekzurich.org

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2. Contact and Data Protection Requests

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For all questions relating to data protection or to exercise your rights, you may contact:

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Climate Week Zurich
Email: office@climateweekzurich.org

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Climate Week Zurich has not appointed a data protection officer, as this is not legally required. Requests are handled by the responsible internal contact point.

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3. Categories of Personal Data, Purposes of Processing and Source

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We process personal data only to the extent necessary and for the following purposes:

operation, security and optimisation of the website;
organisation and management of events;
communication with participants, partners and stakeholders;
fulfilment of contractual and legal obligations;
statistical analysis and improvement of our services.

The categories of personal data processed may include:

identification data (name, title);
contact details (email address);
professional data (organisation, role, function);
technical data (IP address, browser and device information);
photographic and audiovisual data (event photos, video recordings, livestreams, social media content)
event-related preferences and participation data.

We obtain personal data either directly from you in the course of our interactions, or from our Partners (as defined in Section 10), where they provide us with such data in connection with their cooperation with us.

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4. Server Log Files

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Every time you access our website, information is automatically recorded by our commissioned hosting provider and stored in so-called server log files. This data includes:

Date and time of access
IP address of the accessing device
Name of the retrieved file
Transmitted data volume
Success or failure of the retrieval
Browser type and version
Operating system of the accessing device
Referrer URL (the previously visited page)
Hostname of the accessing device

This data is used to ensure smooth connection establishment and comfortable use of our website. They are evaluated for system security and stability as well as for statistical purposes to improve our website. This data is not merged with other data sources.

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Insofar the GDPR is applicable, the legal basis for processing this data is Art. 6 Para. 1 lit. f GDPR, our legitimate interest being the aforementioned purposes.

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5. Cookies

Our website uses cookies. Cookies are small test files that are stored on your device (computer, smartphone, tablet, etc.) when you visit our website. They help make our website more user-friendly, efficient, and secure.

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Most of the cookies we use are "session cookies". They are automatically deleted after your visit. Other cookies remain stored on your device until you delete them manually. These cookies allow us to recognize your browser on your next visit.

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You can set your browser to inform you about the setting of cookies and allow cookies only in individual cases, exclude the acceptance of cookies for certain cases or in general, and activate the automatic deletion of cookies when closing the browser. Disabling cookies may limit the functionality of our website.

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Insofar the GDPR is applicable, the legal basis for processing cookies necessary for the fulfillment of our contractual or pre-contractual obligations is Art. 6 Para. 1 lit. b GDPR. For all other cookies, processing is based on your consent (Art. 6 Para. 1 lit. a GDPR).

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6. Google Analytics

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6.1 Use of Google Analytics

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Our website uses Google Analytics, a web analysis service provided by Google Inc. (“Google”).

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Google Analytics utilizes “cookies”, which are text files placed on your computer, to help the website analyze how users interact with the site. The information generated by the cookie about your use of the website will generally be transmitted to and stored by Google on servers in the United States.

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6.2 Purpose

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The information collected through Google Analytics helps us understand user preferences and improve our website. By evaluating the data, we can optimize our offerings and provide a better user experience.

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6.3 Data Collected

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Google Analytics captures details such as your IP address, browser type, device information, operating system, referral source, duration of visit, pages viewed, and other similar data. This data does not personally identify you.

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6.4 Anonymization

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We’ve implemented IP anonymization for Google Analytics. This means that your IP address will be shortened and therefore anonymized by Google within the member states of the European Union or in other contracting states of the Agreement on the European Economic Area.

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6.5 Opt-Out

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You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of this website.

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6.6 Third Party

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For more information on terms of use and data protection, please visit the Google Analytics terms or the Google Analytics overview. We'd like to point out that on our website, Google Analytics was extended with the code "gat._anonymizeIp();" to ensure the anonymized recording of IP addresses.

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7. Transfer of Data

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We generally process personal data in Switzerland and in the European Economic Area (EEA). However, we may also export or transfer personal data to other countries, in particular for the purpose of processing it or having it processed by subcontractors there.

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We may export personal data to any country or territory worldwide, provided that the applicable law ensures an adequate level of data protection as determined by the Swiss Federal Council and, where and to the extent that the GDPR applies, pursuant to a decision of the European Commission.

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We may transfer personal data to countries whose laws do not ensure an adequate level of data protection if data protection is otherwise ensured, in particular on the basis of Standard Contractual Clauses or other appropriate safeguards.

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Insofar the GDPR is applicable, the legal basis for processing is Art. 6 Para. 1 lit. f GDPR, our legitimate interest being in maintaining an efficient and secure online presence, or, where applicable, your consent (Art. 6 Para. 1 lit. a GDPR).

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8. Data Sharing

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We only share your personal data with third parties if:

You have given your express consent (Art. 6 Para. 1 lit. a GDPR),
Sharing is necessary to fulfill contractual obligations (Art. 6 Para. 1 lit. b GDPR),
We are legally obliged or ordered by authorities to do so (Art. 6 Para. 1 lit. c GDPR), or
Sharing is necessary to protect our legitimate interests or the legitimate interests of a third party, unless your interests or fundamental rights and freedoms requiring the protection of personal data outweigh them (Art. 6 Para. 1 lit. f GDPR).

In order to facilitate the organization and management of events, Climate Week Zurich may share certain personal data with event organisers. This data sharing is essential for the smooth execution of events and may include your name, contact information, and any specific requirements or preferences you have communicated to us.

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This can include the following data:

identification data (name, title);
contact details (email address, phone number, LinkedIn profile);
professional data (organisation, role, function);
event-related preferences and participation data.

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We only share the data necessary to ensure your participation in the event and to enhance your experience. Please be assured that our event organisers are also committed to protecting your privacy and are required to use your information solely for the purpose of the event. By participating in our events, you acknowledge and agree to this sharing of information as an integral part of our event coordination process.

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9. Photos and Footage

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During events and activities, Climate Week Zurich, Partners and commissioned service providers such as photographers and videographers may take photographs, video footage and/or audio recording (“Footage”). Footage may constitute Personal Data if you are identifiable (e.g., image, voice, name on a badge).

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9.1 Purpose

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We process Footage for the following purposes:

Documentation of our events and activities
Public relations and communication (e.g., website, newsletters, social media, press and event recaps)
Promotion of future events and reporting on our charitable work

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9.2 Legal Basis

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Insofar the GDPR is applicable, the legal basis for processing is Art. 6 Para. 1 lit. f GDPR (legitimate interest) for event documentation and communication and/or Art. 6 Para. 1 lit. a GDPR (consent), where required (e.g., in situations where consent is necessary under applicable law or where we explicitly request it).

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9.3 Disclosure and Publication

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Footage may be published via our communication channels and shared with third parties involved in creating or distributing such content (e.g., commissioned photographers/videographers, agencies, media partners, event organisers), solely for the purposes stated above. We only share Footage to the extent necessary and require commissioned parties to process it only on our instructions and with appropriate safeguards.

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9.4 Objection / Opt-Out

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If you do not wish to appear in Footage, please inform the respective event organiser on site prior to the start of the event. The organiser will take responsible efforts to accommodate your request (e.g., avoid close-up shots, using alternative angles).

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Please note that Climate Week Zurich can only directly manage opt-out requests for Footage taken at the official opening and closing events (please use e-mail provided at the bottom of this Policy). For all other events, opt-out requests must be addressed to the respective event organiser.

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Complete exclusion may not always be possible, in particular for wide-angle recordings of public areas or crowds.

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9.5 Retention

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We store Footage only for as long as necessary for the above purposes, unless a longer retention period is required by law or justified by our documentation and archiving needs.

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10. Use Of The Service By Partners

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The Service is used by Climate Week Zurich Partners (“Partner” or “Partners” collectively) to manage events, conduct e-mail campaigns, and interface with Customer Relationship Manager (“CRM”) systems; and by event participants or members as the case maybe (“Participants”, “Users”, or “Attendees”) to access event information, membership services, purchase tickets and for other purposes within the scope of the Service.

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11. Partner Undertakings With Respect To Personal Data

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Each Partner represents and warrants that its use of the Service, and the collection and use of any Personal Data collected in connection with the Service, will comply with all applicable laws and regulations (including with respect to privacy, cyber security and data protection).

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Each Partner further agrees that it is responsible for all its activity in connection with the Service. Each Partner shall defend, indemnify, and hold harmless Climate Week Zurich and each of Climate Week Zurich’s employees, contractors, directors, suppliers and representatives from all liabilities, claims, expenses, and damages (whether direct, indirect, incidental, consequential or otherwise), including reasonable attorneys’ fees, that arise from or in connection with (i) the Partner’s use or misuse of the Service; (ii) the Partner’s access to any part of the Service; (iii) the Partner’s content and/or links; (iv) the Partner’s dispute(s) with any third party(ies); (v) the Partner’s violation of this Privacy Policy and any agreements with Climate Week Zurich; and (vi) the Partner’s violation of any applicable law.

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12. Partner’s Use Of Personal Data

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In conjunction with Partner’s use of the Service, Partner may, through its own channels, collect additional information from you including but not limited to your name, email address, phone number, physical address, credit/payment card numbers using their own billing and payment technologies with and expiration dates, credit card security codes and your birthday. All the information collected by Partner shall be referred to herein as “Partner Collected Personal Data” and should be distinguished from Personal Data collected by Climate Week Zurich. Partner Collected Personal Data will be subject to the Organizer’s own privacy policies and any applicable laws.

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13. Email Tools

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We allow Partners to use our email tools to contact their Attendees for the Partners’ events, so you may receive emails from our system that originate with such Partners and that we send on their behalf. If you registered for an event on the Service, your email address and other information provided during the registration process are available to that Partner. However, Partners may also import email addresses they have from external sources and send communications through the Service to those email addresses, and we will deliver those communications to those email addresses on the Partner's behalf. You can opt-out of receiving certain types of promotional and marketing emails – but in such case you may not receive the full benefit of the Service. Opting-out can be done under the Subscription function following the instruction. Partners are responsible for following all applicable laws and regulations around SPAM and gaining your consent for emails utilizing email tools. Please contact Partners directly to remove your contact information from any email lists utilized by Email Tools.

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14. Your Rights

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14.1 Right to Information

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You have the right to request information about the personal data we process. Specifically, you can request information on processing purposes, categories of personal data, categories of recipients to whom your data has been disclosed, planned storage duration, the right to correction, deletion, restriction of processing, or objection, the right to lodge a complaint, the source of your data if it was not collected by us, and the existence of automated decision-making including profiling and potentially meaningful information about its details.

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14.2 Right to Correction

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You have the right to request correction of incorrect or completion of your personal data stored with us.

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14.3 Right to Deletion

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You have the right to request the deletion of your personal data stored with us, unless the processing is necessary for the exercise of the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest, or for the assertion, exercise, or defense of legal claims.

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14.4 Right to Restriction of Processing

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You have the right to request the restriction of processing of your personal data if you dispute the accuracy of the data, if the processing is unlawful but you reject its deletion, if we no longer need the data, but you need it to assert, exercise, or defend legal claims, or you have objected to processing.

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14.5 Right to Data Portability

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You have the right to receive your personal data that you have provided to us in a structured, commonly used, and machine-readable format or to request its transmission to another controller.

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14.6 Right to Withdraw Consent

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If the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. The legality of the processing carried out before the withdrawal remains unaffected.

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14.7 Right to Object

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If the processing of your personal data is done to protect our legitimate interests or the legitimate interests of a third party, you have the right, for reasons arising from your particular situation, to object to the processing of your personal data at any time. We will no longer process your personal data unless we can demonstrate compelling legitimate reasons for the processing that outweigh your interests, rights, and freedoms, or unless the processing serves to assert, exercise, or defend legal claims.

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14.8 Right to Complain

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You have the right to lodge a complaint with the competent supervisory authority concerning our processing of your personal data.

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15. Data Security

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We implement technical and organizational security measures to protect your data against manipulation, loss, destruction, or unauthorized access. Our security measures are continuously improved in line with technological developments.

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16. Connect

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For any questions, concerns, or clarifications regarding our privacy policy, please reach out to:

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