Last updated: on 27 April 2019
The EurAsia Forum and its offices worldwide (the “EurAsia-Forum”, “Forum”,“we”, “us” and “our”) are committed to safeguarding your privacy and ensuring that you continue to trust the Forum with your personal data. When you interact with us, you may share personal information with us that allows identification of you as an individual (e.g. name, email address, address, and telephone number). This is known as “personal data”.
1. Statement of Notice
We respect privacy. EurAsia-Forum is committed to complying with all applicable personal data privacy laws and regulations.
When we collect and process personal data, we will ensure that there is legal basis for us to do so – including but not limited to issuing a Privacy Notice and/or fulfilling any other requirements as provided under all applicable laws.
2. What information do we collect and for what purposes?
When you visit the Forum Sites, our web server automatically records details about your visit: for example, your IP address, the website from which you visit us, the type of browser software used the Forum Site pages that you actually visit including the date and the duration of your visit. Please see our Cookie Notice for information on these technologies and your rights in relation to them (See section 5).
In addition, we process personal data that you provide through the Forum Sites, for example, when you enter personal details (e.g. name, gender, address, email address, phone/fax number) on a registration page or if you sign up for an email newsletter.
The Forum may use the personal data that you provide to us with your consent for a specified purpose or when you interact with Forum Sites or we process your data if we have legal basis, namely, with regards to your registration to Forum events or your request of Forum services.
Furthermore, we operate (I) custom platforms, which are fully built and maintained by the Forum (“Custom Platforms”); and (II) cooperate with platforms which provide individual Forum products or services, which are maintained and provided for by third-party providers (“Cooperation Platforms”), and (III) third party applications and services, which can be embedded or integrated into one of the platforms described under (I) or (II) (“Embedded Services”).
I. Custom Platforms
Public websites: www.eurasia-forum.org
The Forum public websites are the external-facing platforms for public engagement with the Forum and provide insights into Forum activities, initiatives, projects and roadmaps. The public websites also provide other services such as a blog, articles of general interest and livestreaming services of sessions and events during the said events and sessions.
The public websites use third party cookies for analytics (Google Analytics, Chartbeat, Parse.ly and mixpanel) and to track common metrics such as platform engagement, concurrent users, maximum number of users, time spent on a page, etc. Any use of such analytics cookies is to improve your user experience and provide the Forum with valuable information to help the Forum to better tailor our services to our partners, members, constituents and participants.
ESMS – www.eurasia-forum.org/login
ESMS is a staff and event registration and management system. This platform is used by the Forum to register staff and external resources to Forum events. Personal data that you provide for your registration to this service, in particular name, address, email, copy of passport, date of birth, are used by the Forum to conclude event registration and related activities like hotel bookings, flight bookings and venue access.
ESMS uses session cookies for tracking user logins and ensuring that the authenticated user is allowed to access to authenticated services.
II. Cooperation Platforms (third-party platforms providing individualized products for the Forum)
Resource Space – resource.eurasia-forum.org
3. Children’s personal data
The Forum does not knowingly solicit or collect personal data from children below the age of 18. If the Forum discovers that it has accidentally collected personal data from a child below the age of 18, it will remove that child’s personal data from its records as soon as reasonably possible. However, the Forum may collect personal data about children below the age of 18 years if authorized by the holder of parental responsibility over the child.
4. How do we share personal data?
We do not share your personal data with any third party that intends to use it for direct marketing purposes, unless you have provided specific consent in relation to this.
The Forum may share your personal data with third parties for other purposes, but only in the following circumstances:
I. With your consent
We will share personal data with third parties outside of the Forum when we have your consent to do so. We require explicit opt-in consent for the sharing of any sensitive personal information.
II. For legitimate interests
We will share personal data based on legitimate interests as, for example, when you register for one of our events, except where such interests are overridden by your interests or fundamental rights, in which case we will request your explicit consent.
III. For processing of Forum’s offices in other regions
IV. For external processing (service providers)
We may engage service providers, agents or contractors to provide services on our behalf, including to administer Forum Sites and services available to you. These third parties may come to access or otherwise process your personal data in the course of providing these services.
The Forum requires such third parties, who may be based outside the country from which you have accessed the Forum Site or service, to comply with all relevant data protection laws and security requirements in relation to your personal data, usually by way of a written agreement.
V. Compliance with laws
We will share personal data with third parties outside of the Forum if we have a good-faith belief that access, use, preservation or disclosure of the personal data is reasonably necessary to:
- Meet any applicable law, regulation, legal process or enforceable governmental request
- Detect, prevent or otherwise address fraud, security or technical issues
- Protect against harm to the rights, property or safety of the Forum, our users or the public as required or permitted by law
5. Cookie Notice
5.1 About cookies
A cookie is a small piece of information that a web server asks the user’s browser to store on the user’s local computer, and then later their browser presents this information to the web server. In its simplest form, a cookie is an identifying number.
5.2 What type of cookies do we use?
We use two types of cookies on Forum Sites: persistent cookies and session cookies. A persistent cookie helps us recognize you as an existing user, so it’s easier to return to Forum Sites or interact with our services without signing in again. In the event you sign up to one of our platforms, a persistent cookie stays in your browser and will be read by the service when you return to one of our sites. Session cookies only last as long as the session (usually the current visit to a website or a browser session).
The Forum does not know the identity of a person based on the ID. The cookies used by the Forum do not contain any personal data about you nor are they used to look up your personal data. Even if you have entered personal data about yourself in one of the Forum’s registration forms, the Forum does not relate that information to the cookie data.
6. How do we store or transfer your data?
The Forum has offices and facilities in Switzerland, the United Europe, and China. The hosting facilities for our websites and Forum Custom Platforms are situated in Switzerland and the EU, the Chinese website is hosted in Singapore.
When transferring personal data internationally, we make sure that we comply with applicable laws and regulations, for example, by entering into agreements that will ensure that the recipients of your information maintain an adequate level of data protection.
Information collected within the European Economic Area (“EEA”) may, for example, be transferred to countries outside of the EEA for the purposes as described in this Policy. We utilize standard contract clauses approved by the European Commission, adopt other means under Swiss and European Union law and/or obtain your consent to legitimize data transfers from the EEA to the United States and other countries.
7. Security of personal data
However, since the internet is not a 100% secure environment, the Forum cannot ensure nor guarantee the security of any information that the user may transmit to Forum Sites. There is no guarantee that information may not be accessed, disclosed, altered or destroyed by breach of any of the Forum’s physical, technical or managerial safeguards.
All Forum employees who have access to and are associated with the processing of personal data are obliged to respect the confidentiality of all such personal data.
8. How long do we retain personal data?
9. How can you access your data or contact us?
You have a right to request access to your personal data. You may send us a request for access, provision of such information will be subject to the supply of appropriate evidence of your identity. You also have the right to request that the Forum corrects any inaccuracies in your personal data.
You have the right to opt out of receiving marketing communications or any other information from the Forum or about Forum events and can do so by (a) following the instructions for opt-out in the relevant marketing communication or (b) by contacting us.
10. Our details
Bahnhofstrasse , 8001 Zurich, Switzerland
Data Access / Correction and Other Inquiries, All of the above requests should be made in writing to our Data Protection Officer at: Privacy@eurasia-forum.org
To find the Forum’s offices in other regions, see: https://www.eurasia-forum.org/about/contact
We keep our Privacy Notice under regular review, and reserve the right to amend it from time to time as appropriate.
This Notice was last updated on 07 April 2020