REVISED MAY 2021
Our contact details
Address: The Klosters Forum, Alte Bahnhofstrasse 9, 7250 Klosters, Switzerland
Legal Status: Non-Profit organisation under Swiss Law (Verein)
What type of information do we collect?
We currently collect and process the following personal data:
Personal identifiers, contact information and characteristics of individuals related to TKF’s environmental topics. Such information may include a person’s name, contact details, job title, name of company, any relevant information about what that person does in connection with the TKF environmental topics, including an individual’s areas of expertise and details pertaining to education and employment.
Registration information for TKF, for example an individual’s name, email address, place of residence, job title, organisation, biography and photograph of themselves. Such information also includes the following special category data: dietary restrictions and any access / additional requirements.
Credit card, debit card or bank account details acquired during the TKF registration process or when an individual donates to TKF as a Patron or Donor. This information will be stored by our payment providers, Paypal, Squarespace and Eventbrite and will not be held by us. We do not store credit or debit card numbers.
Bank details provided by third parties whilst carrying out services for or on behalf of TKF e.g. consultants.
How do we get the information and why do we have it?
Most of the personal information we process is provided by you directly to us for one of the following reasons:
Information you supply when registering your interest in The Klosters Forum, when you register to attend The Klosters Forum (or other TFK event) or become a TKF Friend, Patron or Donor;
If we are in contact with you, we may keep a record of that correspondence. This may include storing information from emails, business cards or otherwise;
If you complete one of our surveys e.g. a feedback questionnaire, we will store this information;
Information that we obtain from you when taking part in a TKF event; and
Information you supply to us, e.g. bank details, when carrying out services for or on behalf of TKF.
We also receive personal information indirectly from the following sources in the following scenarios:
From third party event co-organisers or partners; and
From publicly available sources such as news articles, webpages, or open postings on social media platforms such as Facebook and LinkedIn and information stored on social media platforms such as LinkedIn by our network.
Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information are:
(a) Your consent. You can remove your consent at any time by contacting Stephanie@theklostersforum.com
(b) Any contract established between you and The Klosters Forum when registering for The Klosters Forum (or other TKF event), as a participant, Friend, Donor or Patron or when providing a service for or on behalf of TKF.
(c) We have a legitimate interest. We may process your personal information for certain legitimate business purposes which are in our interests but which we believe also benefit people who we identify as potential supporters and beneficiaries of The Klosters Forum. Those carefully considered and specific purposes might, for example, include the following:
inviting potential speakers and participants in a business / professional capacity to our meetings or events or to become a TKF podcast guest; and
engaging with particular individuals holding relevant policy-making positions, hand-picked experts, corporate professional individuals, journalists and those working in other relevant sectors in a business / professional capacity connected to the chosen TKF environmental topics.
Special Category processing
We have identified dietary restrictions and additional access requirements as special category data under the GDPR as we consider it as data concerning health. This information is explicitly provided by you to us via the TKF registration form for the purpose of ensuring that TKF can accommodate your specific needs during the TKF event.
We hold no other special category data under the GDPR.
What do we do with the information we have?
Where you have consented, or a rule of law applies whereby your consent is not required, we may use information held about you in the following ways:
to provide you with information, products or services that you request from us or which we feel may interest you;
to invite you to events run by us or our co-partners;
to invite you to be a speaker, moderator or panelist at of our TFK events;
to invite you to be a TKF podcast guest;
to contact you for the purposes of researching a TKF environmental topic;
to administer your donations or support your fundraising (we do not store credit or debit card details);
to notify you about changes to our services;
to fulfil orders for goods and services and make payment for services;
to approach you for charitable funding or sponsorship; and
to organise and execute the TKF events and the annual Forum.
You can opt out of your data being used for any of these purposes by contacting us at email@example.com.
Your personal information may also be processed by staff operating outside the EEA who work for us.
We do not share your personal information other than with the following third-party providers: Eventbrite, PayPal, Squarespace, MailChimp and Google Forms/sheets, or, in the case of dietary / access requirements, TKF may share such information with third parties who perform tasks needed to accommodate such requirements, for example host venues at TKF events. Only information strictly necessary to achieve such aim shall be shared.
We do not sell your information to any third parties.
How we store your information
Your information is stored on the TKF Databases, using Google Sheets and Google Forms as noted on the TKF Register of Databases (collectively the “TKF Databases”). Access to the TKF Databases is restricted to a limited number of the TKF team. We keep your personal information for 6 years, after which time your information shall be deleted from the relevant TKF Databases.
Bank details provided by TKF consultants shall be held by the TKF accounts department solely for the purpose of making payment and shall be deleted once they are no longer needed.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – you have the right to ask us for copies of your personal information.
Your right to rectification – you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – you have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – you have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – you have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
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