Use of personal data
Application and Scope
This Privacy Policy concerns the processing of personal data for the purpose of organizing, managing and improving the annual Frontiers Forum. It covers Frontiers Forum participants. For the purposes of this privacy policy, “participants” includes family members, assistants and personnel accompanying the main participant. For any other processing of personal data at Frontiers, please read Frontiers’ general Privacy Policy.
What personal data do we collect?
In order to organize the Frontiers Forum, during the invitation and registration stages we collect your contact details, job title, academic affiliations, diet preferences and, in some cases, ID or passport scan. Selected Forum participants are additionally asked to provide a picture and biography. For some participants we collect other specific information as relevant to a specific situation.
During the Frontiers Forum, photographs and video footage are taken in which participants may be identifiable.
For Frontiers registered users or previous Forum participants, personal information already held by Frontiers will be used to issue the invitations and, if applicable, used to complete the registration process. If you wish to learn more about how Frontiers processes your personal data as a Frontiers registered user, please click here.
How do we use your personal data?
Frontiers will use your personal data to: issue invitations and communications about the Forum; create badges for participants; update the speaker and participant list on the Frontiers Forum website and printed program; organize accommodation and menus; and other specifics for individual participants as relevant. Following the event, we will send you an optional and anonymous survey to collect your feedback about the event.
To facilitate your arrival and check-in in Montreux, we will send the copy of your passport or ID document provided by you to your hotel in Montreux. The hotel will be responsible for the handling of that data and will deal with it in accordance with its privacy policy. We can provide a link to the privacy policy of each hotel – please let us know if you would like the link for your hotel.
For the purposes of the EU’s General Data Protection Regulation (GDPR), Frontiers relies on its legitimate business interest to process personal data for the organization of the Frontiers Forum as described here. As a Frontiers Forum participant, we include your picture and biography on the Frontiers Forum website only if you have given your consent. We only publish audio-visual material of our speakers and/or other interviews produced during the event with the consent of the interviewees.
Who has access to your personal data?
Access to personal data is restricted to the Frontiers teams responsible for the organization of the Frontiers Forum.
The hotel where you will be accommodated will have temporary and secure access to ID and passport scans. In Switzerland most hotels are required to process an identification document during check-in. If you choose to submit your ID or passport directly to the hotel during check-in, you may experience long waiting times due to the large number of participants. This type of data is deleted by the hotels soon after the check-out takes place.
Are there any transfers of personal data?
Frontiers works with Dropbox, Qualtrics and Smartsheet to collect, process and store personal data for the Frontiers Forum. These companies are based in the United States of America. All have privacy policy and data security terms which aim to secure adequate protection of personal data, and these services explain on their websites the steps they take to keep data secure. You can find their privacy policies here for Dropbox, here for Qualtrics and here for Smartsheet. These privacy policies deal mainly with user data, and the user will be Frontiers rather than you. Frontiers has checked that each of these services makes adequate promises concerning the security of your data.
What are my choices?
If you are a participant at the Frontiers Forum you have multiple choices regarding the processing of your personal data.
You have the right to:
Be informed of the personal data we collect, process and store. This Privacy Policy provides you with all this information concerning your personal data collected for the Frontiers Forum
Request access to your personal data stored by us or a third party, where this is technically feasible. Our intention is to respond to any request for information within thirty days of the request.
Request that your information be corrected or removed. You can contact the Frontiers Forum team to request the removal of your personal data used for the organization and management of the forum. Personal data cannot be removed while you are participating at the Forum for security and organizational reasons.
Object to us processing your information for the purpose of organizing the Forum. This may affect our ability to maintain your participation in the Frontiers Forum.
Require us to send your data provided by you and stored by us to a third party, where this is technically feasible.
At any time withdraw consent for the processing of your personal data where the processing is based on your consent.
Contact a data protection regulator.
Retention Period
Personal data collected specifically about Frontiers Forum participants are deleted upon the request of the data subject.
Contact
If you have questions, requests or concerns regarding Frontiers’ collection, use or storage of your personal data, you can contact the Frontiers Forum team at frontiers.forum@frontiersin.org or the Frontiers Data Protection Team at data.protection@frontiersin.org.