Privacy Policy

1. Privacy Policy Overview

This Privacy Policy explains how SCAI – Swiss Cyber AI Organization ("SCAI", "we", "us", or "our") collects, uses, discloses and protects your personal data in connection with our websites, membership activities, conferences and events, networking services, publications, online shop, research, educational initiatives and other SCAI services.

We comply with the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

2. Data We Collect

Depending on how you interact with SCAI, we may collect personal data including:

• Full name and contact details, such as email address, telephone number and postal or business address
• Company or institution and job title
• Membership type, company size and membership application information
• Billing, transaction and payment-related information
• Event registration information and participation preferences
• Information voluntarily submitted through forms, surveys, applications or messages
• Photographs, video or audio recordings created during SCAI events
• Networking information voluntarily shared with other participants
• Technical data such as IP address, browser type, device information, operating system and access timestamps
• Cookie identifiers and similar technical information where applicable

Where payments are processed by an external payment provider such as PayPal, payment-card or account credentials may be processed directly by that provider. SCAI does not intentionally store complete payment credentials where payment is handled externally.

3. How We Use Your Data

Your personal data may be used for the following purposes:

• Membership applications and membership administration
• Event registration, communication, badge generation and on-site check-in
• Conference ticket and participant administration
• Payment processing, invoicing and accounting
• Managing speakers, sponsors, exhibitors, partners and participants
• Providing networking, member and online services
• Processing shop orders and customer support requests
• Providing publications, reports, research materials and member resources
• Organizing expert sessions, working groups and educational activities
• Operating, maintaining and securing our websites and systems
• Fraud prevention, abuse prevention and legal compliance
• Post-event surveys, information, materials and follow-up communications
• Documenting and promoting SCAI activities through photography, video and other media

Where the GDPR applies, processing may be based on performance of a contract, legitimate interests, compliance with legal obligations or consent, depending on the specific activity.

4. Data Sharing and Disclosure

SCAI does not sell personal data.

SCAI does not provide participant or member contact data to sponsors, partners, exhibitors, speakers or other third parties for their independent marketing purposes without an appropriate legal basis.

A transfer or disclosure of personal data may take place only:

• if you provide explicit consent, including through a dedicated networking request or double opt-in process;
• if you voluntarily exchange contact details with another participant, sponsor, speaker or partner;
• where service providers process information on behalf of SCAI to operate websites, systems, communications, events or payments;
• where payment providers such as PayPal process a transaction you initiate;
• if disclosure is required by law or by a binding request from a competent authority; or
• where disclosure is necessary to establish, exercise or defend legal claims.

Registration for an event, membership or use of a SCAI website does not by itself constitute consent to share your contact data with sponsors or other commercial third parties.

5. Data Security

We implement appropriate technical and organizational measures intended to protect your data, including:

• Encrypted data transmission using SSL/TLS
• Restricted access on a need-to-know basis
• Authentication and access controls
• Secure infrastructure and system configuration
• Regular backups and recovery procedures
• Security monitoring and fraud prevention measures
• Secure event registration and check-in processes
• Data retention and deletion procedures

No Internet transmission or information system can be guaranteed to be completely secure. SCAI therefore cannot guarantee absolute security but applies reasonable measures appropriate to the nature of the personal data processed.

6. Cookies and Tracking Technologies

SCAI websites may use cookies and similar technologies to provide essential functionality, remember preferences, analyze traffic and, where applicable, measure advertising or conversion activity.

Essential cookies may be required for website operation, authentication, security or checkout. Optional analytics or marketing technologies will be used in accordance with applicable law and, where required, only after appropriate user consent.

Third-party services integrated into our websites, including payment providers, may also use cookies or similar technologies according to their own policies.

You can manage cookie settings through your browser and, where available, through SCAI's cookie controls. For more information, see our Cookie Policy.

7. Your Data Protection Rights

Depending on applicable law, you may have the right to:

• Access your personal data and request a copy
• Request correction of inaccurate or incomplete personal data
• Request deletion of personal data where legally applicable
• Withdraw consent at any time with effect for the future
• Object to or restrict certain processing activities
• Request data portability where applicable
• File a complaint with a competent supervisory authority

To exercise these rights, contact us at privacy@swisscyberai.org. We may request appropriate information to verify your identity.

8. Event Photography and Media

SCAI conferences, workshops, networking sessions and other activities may be photographed, filmed or recorded. Recordings may be used for event documentation, websites, social media, press communications, reports, publications and promotion of future SCAI activities.

SCAI processes identifiable recordings in accordance with applicable personality and data protection rights. Where specific consent is legally required, such consent will be obtained.

If you do not wish to be intentionally featured in photographs or recordings, please notify SCAI or event staff. Where reasonably possible, SCAI will take appropriate measures to respect such requests.

9. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this policy or as required by applicable law.

Retention periods may depend on membership duration, event participation, contractual relationships, payment and accounting obligations, legal requirements, dispute resolution and legitimate documentation needs.

Data no longer required will be deleted, anonymized or otherwise handled in accordance with applicable law.

10. International Data Transfers

Certain technical, communications, cloud, payment or other service providers may process personal data outside Switzerland or the European Economic Area.

Where personal data is transferred to a country that does not provide an adequate level of data protection under applicable law, SCAI will use appropriate safeguards where required, such as recognized adequacy decisions, contractual safeguards, Standard Contractual Clauses, applicable Swiss contractual safeguards, consent where legally permitted, or another lawful transfer mechanism.

11. Contact and Data Controller

The data controller responsible for personal data processed by SCAI is:

12. Updates to This Privacy Policy

SCAI may update this Privacy Policy from time to time to reflect changes in our services, technologies, activities or legal obligations.

Any changes will be published on this page together with the applicable effective date. Material changes may also be communicated through appropriate channels where required.

Continued use of SCAI services after publication of an updated Privacy Policy does not replace any consent that may be legally required for a particular processing activity.