Privacy Policy
How we collect, use, and protect your personal information
1. Introduction
The Geneva Graduate Forum ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, register for our forum, or participate in our events.
This policy applies to all information collected by the Geneva Graduate Forum through any means, including our website, registration systems, email communications, and in-person interactions during forum events.
By using our services or participating in our forum, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Personal Information
We may collect the following personal information:
- Name, email address, and contact information
- Academic affiliation and institutional details
- Educational background and degree information
- Research interests and areas of expertise
- Professional biography and career information
- Dietary restrictions and accessibility requirements
- Financial aid and expense coverage applications
- Emergency contact information
2.2 Technical Information
- IP address and browser information
- Device type and operating system
- Website usage patterns and navigation data
- Session duration and page views
- Referring websites and search terms
- Cookie data and preferences
2.3 Event-Related Information
- Registration and attendance records
- Presentation materials and research abstracts
- Participation in discussions and Q&A sessions
- Feedback and evaluation responses
- Networking preferences and contact exchanges
- Photography and video recordings (with consent)
3. How We Use Your Information
We use the collected information for the following purposes:
3.1 Forum Administration
- Processing registrations and managing attendee lists
- Coordinating event logistics and scheduling
- Providing venue and accommodation information
- Managing dietary requirements and accessibility needs
- Facilitating networking and academic connections
3.2 Communication
- Sending confirmation emails and event updates
- Providing program information and schedule changes
- Delivering important announcements and notifications
- Responding to inquiries and support requests
- Sharing relevant academic opportunities and resources
3.3 Academic Purposes
- Reviewing and evaluating applications
- Matching participants with relevant sessions
- Creating participant directories and networking tools
- Generating attendance certificates and documentation
- Conducting post-event surveys and research
3.4 Improvement and Analytics
- Analyzing website usage and user experience
- Improving our services and forum quality
- Conducting statistical analysis and reporting
- Enhancing security and preventing fraud
- Developing future forum programs and initiatives
4. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
4.1 With Your Consent
- Participant directories (with explicit opt-in)
- Academic collaboration introductions
- Photography and video sharing for promotional purposes
- Research partnerships and publication opportunities
4.2 Service Providers
- Email service providers for communications
- Event management and registration platforms
- Payment processors for fee collection
- Website hosting and technical support services
- Catering and accommodation providers (limited information only)
4.3 Legal Requirements
- When required by law or legal process
- To protect our rights, property, or safety
- To protect the rights, property, or safety of others
- In connection with legal investigations
- To comply with regulatory requirements
4.4 Academic Partners
- Collaborating institutions for joint programs
- Funding organizations for grant reporting
- Academic associations for professional development
- Publishing partners for conference proceedings
5. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
Security Measures Include:
- SSL encryption for data transmission
- Secure servers and database protection
- Regular security audits and assessments
- Access controls and authentication systems
- Employee training on data protection
- Incident response and breach notification procedures
- Regular backups and disaster recovery plans
Important: While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining the highest standards of data protection.
6. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law.
Retention Periods:
- Registration data: 3 years after the forum event
- Email communications: 2 years for operational purposes
- Financial records: 7 years for tax and audit requirements
- Website analytics: 26 months in accordance with privacy regulations
- Academic materials: Indefinitely with consent for research purposes
- Emergency contact information: Duration of the event plus 30 days
After the retention period expires, we will securely delete or anonymize your personal information unless we are legally required to retain it longer.
7. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
Your Rights Include:
- Access: Request a copy of the personal information we hold about you
- Rectification: Request correction of inaccurate or incomplete information
- Erasure: Request deletion of your personal information under certain circumstances
- Portability: Request transfer of your data to another organization
- Restriction: Request limitation of processing under certain conditions
- Objection: Object to processing based on legitimate interests
- Withdrawal: Withdraw consent for processing based on consent
How to Exercise Your Rights:
To exercise any of these rights, please contact us at privacy@genevagradforum.org. We will respond to your request within 30 days.
Email Preferences:
- You can opt out of non-essential communications at any time
- Essential communications related to your registration cannot be opted out
- Use the unsubscribe link in our emails or contact us directly
8. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your experience and analyze usage patterns.
Types of Cookies We Use:
- Essential cookies: Required for website functionality and security
- Performance cookies: Help us understand how visitors use our website
- Functional cookies: Remember your preferences and settings
- Marketing cookies: Used to deliver relevant content and advertisements
Managing Cookies:
You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality. For more information about cookies and how to manage them, visit www.allaboutcookies.org.
9. International Data Transfers
As an international forum, we may transfer your personal information across borders. We ensure that all transfers comply with applicable data protection laws and include appropriate safeguards.
Safeguards Include:
- Standard contractual clauses approved by regulatory authorities
- Adequacy decisions by relevant data protection authorities
- Certification schemes and codes of conduct
- Binding corporate rules for internal transfers
10. Children's Privacy
Our services are intended for graduate students and academic professionals aged 18 and older. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take steps to delete such information promptly.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.
11. Updates to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Highlighting changes in our communications
- Providing notice during the registration process
Your continued use of our services after receiving notice of changes constitutes acceptance of the updated Privacy Policy.
12. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
General Inquiries:
Email: info@genevagradforum.org
Privacy Officer:
Email: privacy@genevagradforum.org
Mailing Address:
Geneva Graduate Forum
Data Protection Officer
Chemin des Mines 9
1202 Geneva, Switzerland
Last Updated: January 2025
Effective Date: January 2025
This Privacy Policy governs the collection and use of information by the Geneva Graduate Forum.