Privacy policy

Privacy Policy Swiss Association for AI Law

1. General Information

The Swiss Association for AI Law / Schweizer Verein für KI-Recht (“we” or “us”) hereby provides information on the processing of personal data.

This privacy policy applies to the following persons (also “you”)

visitors to our website ki-recht.ch or ai-law.ch, respectively
people who contact us, e.g. via email or by using our contact form
people who register for the Forum KI-Recht
people who subscribe to our newsletter
Sponsors when we contact you or during our contractual relationship
people who interact with us in the context of other data processing activities related to the association or the Forum KI-Recht (e.g. as a speaker, panelist, helper or other contact person of a business partner)

We reserve the right to amend this privacy policy at any time. The current version is available on our website www.ai-law.ch.

2. Responsibility

The following organisation is the “controller” within the meaning of the Swiss Federal Act on Data Protection (“FADP”) for data processing in accordance with this privacy policy, unless otherwise communicated in specific individual cases:

Swiss Association for AI Law
c / o MME Legal Tax Compliance
Zollstrasse 62
8005 Zurich
Switzerland

If you have any concerns or questions about our data processing, you can contact us at the following address: info@ki-recht.ch or by post via the address provided above.

3. Processed personal data

We process different categories of personal data for different purposes. You provide us with most of the following personal data yourself. However, you are generally not obliged to do so.

3.1. Basic data and registration data

Basic data relates directly to your person and characteristics. For example, we process your surname, first name, address, email address, telephone number if applicable, details of your professional function (including employer). We also process registration data (e.g. date of ticket purchase) when you register for the Forum KI-Recht.

3.2. Contract data

Contract data is information that is generated in connection with the fulfilment of the contract (in particular sponsoring agreements). We process the following data:

date, information on the type and duration as well as conditions of the relevant contract
information on payments and payment modalities
claims for payment
information from the preliminary stages of concluding a contract and information on the conclusion of the contract itself

3.3. Communication data

Communication data is data that is generated in connection with any correspondence with you. This includes the following data:

contact details in connection with the communication
content of the correspondence
information on the type, time and, if applicable, location of the communication and other peripheral data of the communication

3.4. Photo and video recordings during the event

We may process photos or videos that are taken during the event and in which you may be identifiable. We will inform you about this separately at the event.

4. Purposes of processing

We process your personal data for various purposes:

to organise the Forum KI-Recht (e.g. name badges, admission control, sending information about the event, participant lists etc.)
to implement sponsoring agreement and other contractual obligations
to communicate with you (e.g. replying to your email)
to improve the organisation of the event
for internal administration purposes (e.g. in the context of accounting)
to maintain our IT security (in particular to monitor the performance of our website)
to comply with legal requirements
in exceptional cases, based on your consent or to defend, exercise and enforce legal claims

5. Data processing in connection with LinkedIn

If you join our group the “Swiss Association for AI Law” on LinkedIn or comment on content or share posts, this will be visible on our website. The social media platform LinkedIn also collects data itself when you visit our social media group. Further information on the processing of your personal data by the social media provider itself can be found in their privacy policy .

On our website, you will find the option to use a social media plugin from LinkedIn. This gives you direct access to our LinkedIn group via our website. This plugin is deactivated by default, but is activated when you click on the LinkedIn icon on the website.

6. Cookies

We use third-party services for our website to measure and improve the user experience of the website and online advertising campaigns. For this purpose, we may embed third-party components on our website, which may in turn use cookies. The technology used is designed to recognise you as an individual visitor each time you access the site, for example, by having our server (or the servers of third parties) assign a specific identification number to you or your browser (“cookie”). Cookies are files that your browser automatically stores on your end device when you visit our website.

We use WordPress, which sets cookies to save settings in relation to the contact form or other similar settings. A cookie from Google is also installed, as we use ReCaptcha in the form to prevent spam.

7. Disclosure of data to third parties

We disclose your personal data to service providers (e.g. we use Mailchimp to send newsletters). If these service providers process personal data as processors, they are obliged to process personal data in accordance with our instructions and to take measures to ensure data security.

We may also disclose your personal data to the members of the association or participants of the Forum KI-Recht, if you have consented thereto.

Finally, we may share your personal with third parties, if we are required to do so for statutory, regulatory or commercial reasons (e.g. to comply retention obligations), if it is necessary to do so in connection with the takeover or dissolution of the association, or other similar events as well as in case the unlikely case of an insolvency or similar event, and if it is necessary in connection with legal proceedings or to assert or defend against claims.

8. Disclosure of personal data abroad

Recipients to whom personal data is disclosed are not only located in Switzerland. This applies in particular to certain service providers (e.g. Mailchimp). These may also be located outside the European Economic Area (EEA) and Switzerland, in particular in the USA. Not all countries outside Switzerland and the EEA have the same level of data protection as in Switzerland. We therefore compensate for the lower level of protection through appropriate contracts, in particular the so-called Standard Contractual Clauses (SCCs) issued by the European Commission and recognised by the Swiss Federal Data Protection and Information Commissioner (FDPIC).

9. Duration of data processing

We store and process your personal data for as long as is necessary for the purpose of the processing (for data in connection with contracts, this is usually for the duration of the contractual relationship) and for as long as data is subject to a statutory retention obligation (for certain data, for example, a ten-year retention period applies, which we must comply with).

10. Rights of data subjects

You have specific rights under applicable data protection law. These are the following rights:

Access right: you can request further information about our data processing Activities.
Data portability: you have the right to receive the personal data you have provided to us in a structured, common and machine-readable format or to have it transferred to a third party, as far as the respective data processing is based on your consent or is necessary for the execution of the contract.
Objection and deletion: you have the right to object to our data processing and request that we delete your personal data at any time. However, we would like to inform you that we will continue to process and store your data if we are obliged to continue processing or storing this data or if it is necessary for the contract.
Correction: you can have incorrect or incomplete personal data corrected or completed or complemented by a note that indicates your objection.
Withdrawal of consent: if we process your personal data based on your consent, you can withdraw your consent at any time. The withdrawal is only valid for the future, and we reserve the right to continue to process data based on another basis in the event of a revocation.

If you exercise your data subject rights, we must verify your identity (e.g. by presenting a copy of your ID). The listed data subject rights are still subject to legal requirements and restrictions. For example, we must continue to process your personal data in order to fulfil a contract with you, to protect our own legitimate interests or to comply with legal obligations. To the extent permitted by law (e.g. to protect the privacy of third parties and to protect our own legitimate interests, such as the existence of business secrets), we may restrict or refuse to grant your rights.