Privacy Notice for Swiss Re Events (Switzerland)

We take the privacy and security of your personal data very seriously. This privacy notice explains how we process your personal data when you participate in a Swiss Re event, trade fair or product event in Switzerland, and your rights in relation to your personal data. This Privacy Notice is based on the Swiss Data Protection Act ("DPA"), the EU General Data Protection Regulation ("GDPR") and the UK-GDPR The information applies in accordance with the law applicable in the individual case.

Swiss Re Ltd
Mythenquai 50/60
8002 Zürich
E-Mail: Event_Management@swissre.com

If you have any questions, concerns or requests regarding this privacy notice or your personal data, including how it is processed, please contact us under the aforementioned address by adding Data Protection Officer to the address or via email: Data_Protection@swissre.com.

We collect personal data about you when you register for an event, attend, and participate in an event, interact with us or complete surveys and feedback forms, and when you use our website, online services, and virtual event tools. We can also collect data when we receive a request to rent our event spaces at Swiss Re Next or Centre for Global Dialogue to third parties.

"Personal data" refers to data relating to an identified or identifiable person. The types of personal data we process may include:

• Contact details and biographical information such as name, business address, email address, or phone number, gender, date of birth, job title, academic degree, experiences, and institution or employer.
• Registration data when you create an account on our website or app such as username and password.
• Interaction and payment information such as events visited, communication with us, credit card details, payment information and status.
• Recordings such as your image or audio as captured on a webinar and photographs or video footages we make of an event.
• Travel details such as flight numbers and flight time or pick-up or destination time and location if we organize transportation to or from event locations.
• Technical data such as your IP address and information about the operating system of your terminal device, the date, region and time of use and the type of browser that you use to access our online services, protocols («logs») that are created in our systems (for example the log of user logins to our website).

We may also process "special categories of personal data" concerning your health and medical condition such as dietary needs and disability. If required, we rely on your consent to process this data for the purpose of your participation in events.

We normally collect your personal data directly from you, but we may also receive some data mentioned above from your institution or organization, for example if you do not register for an event yourself, or from Swiss Re internal business units if you are registered as a contact person of a client or other business partners.

You are generally not required to provide us with any data. However, if you choose not to provide us with data, it could mean that we are unable to proceed with your request, give you access to an event or our event tools or services.

We use your personal data for the following purposes:

• For your event registration and to carry out events for which you have registered. This can include the processing required, for example, to issue access badges and/or certificates of attendance, and to provide our facility, catering, or other event specific services. This processing is based on the performance of a contract with you and, if there is not contract, on our legitimate interest in hosting events you are attending.
• For marketing and relationship management purposes to send you post event news, updates, or surveys, and to inform you about future events that may be interesting for you. We carry out this processing in our legitimate interest in further developing and advertising our event offering. We seek your consent if required. Newsletters we only send after you have subscribed to our mailing list.
• For the purpose of event promotion based on our legitimate interest in publicly promote our work and raise awareness on topics discussed or presented at Swiss Re events through different media channels, including our websites, publications, and social media. This may include photographs and video recordings of events for publication, statements and presentations given by speakers, broadcasting Swiss Re events through live web-streaming, and making such recordings of events available online.
• We inform you separately about the recording and the use of photographs or video footage through verbal announcements and, where appropriate, notices at the event premises or in invitations or registration forms. When we create and use individual photographs or video footage for event promotion purposes, we ask you for your consent.
• For the operation and security of our IT infrastructure and event facilities including the management of access to our online services or premises, to improve and develop the performance and usability of our website and our event services and application as well as maintaining a record of visitors for security purposes and responding to inquires made during your visit. We pursue this purpose based on our legitimate interests in managing the use of our systems and premises and to comply with security and legal obligations.
• To comply with legal obligations such as tax and record keeping obligations and the prevention, detection and investigation of criminal offences or other violations and to pursue our legitimate interests in ensuring proper administration as well as protecting our rights, for example to assert and defend legal claims.

We may also use your personal data for other purposes that are compatible with the purpose for which it was initially collected.

We may automatically evaluate personal aspects relating to you («profiling») based on your data, where we wish to determine preference data, but also in order to detect misuse and security risks, to perform statistical analysis or for operational planning.

We keep your personal data only for as long as is necessary for the purposes of the processing set out in this privacy notice or as required by law. After this period, your personal data will be securely deleted.

We do not sell your personal data to third parties.

We may disclose your personal data to third parties in relation of our services, our legal obligations or otherwise to pursue our legitimate interests and the other purposes set forth in this privacy notices. These recipients are contractually required to comply with applicable data protection laws as well as any applicable confidentiality requirements.

In order to provide our services and fulfill our contractual or legal obligations, we may work with data processors such as suppliers, IT and other service providers who process personal data on our behalf. These are contractually obligated to process the data only for the purposes of providing their service to us. Personal data will only be disclosed to third parties for their own purposes after appropriate notification and based on your consent, if required by law.

We reserve the right to disclose personal data, even if it is confidential. In many cases, the disclosure of confidential data is necessary for the performance of contracts or otherwise for the purposes described in this Privacy Notices. Non-disclosure agreements do not generally exclude such disclosures, including disclosure to service providers and you acknowledge that these disclosures do not conflict with any confidentiality obligations. Taking into account the sensitivity of the data and other factors, we always ensure that data recipients handle the data in an appropriate manner.

Your personal data can be processed aboard including in the EEA, the USA, in any country where Swiss Re has offices and, in exceptional cases, in any country in the world. We oblige data recipient in particular to maintain confidentiality.

If we transfer your personal data to countries that are not deemed to provide an adequate level of data protection by the competent authority in your jurisdiction we will ensure that appropriate safeguards are in place such as the European Commission’s standard contractual clauses, which can be accessed here: https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj.

On our website and in our online services, we may use cookies and similar technologies. For information on how we use cookies and similar technologies, please see our Cookie Notice.

You have the following rights in relation to your personal data, depending on the applicable data protection law:

• Access: You have the right to request information form us as to whether and what personal data we hold.
• Rectification: If any of your details are incorrect, inaccurate, or incomplete you can ask us to correct the data.
• Object: You have the right to object to the processing of your data in some circumstances, in particular for direct marketing purposes, for profiling carried out for direct marketing purposes and for other legitimate interests in processing. For other processing done under legitimate interests we will after your objection re-assess the balance between our interests and yours, considering your particular circumstances.  If we have a compelling reason, we may still continue to use your information.
• Withdraw of consent: You have the right to withdraw consent at any time, provided that our processing is based on your consent.
• Data portability: In some circumstances you can ask us to send an electronic copy of the Personal Data you have provided to us, either to you or to another organization.
• Restrict processing: If you are uncertain about the accuracy or our use of your information, you can ask us to stop using your information until your query is resolved.  We will inform you of the outcome before we take any further action in relation to this information.
• Erasure: You can ask us to delete your Personal Data if deleting your data is not in conflict with our legal and regulatory obligations.  If we are using consent to process your information and you withdraw your consent, you can ask us to delete your data. 

If you do not agree with the way we handle your rights or with our data protection practices, please let us or our Data Protection Officers know. You also have the right to lodge a complaint with the competent data protection supervisory authority:

• You can reach the Swiss supervisory authority here: https://www.edoeb.admin.ch/edoeb/en/home/the-fdpic/contact.html
• You can find a list of authorities in the EEA here: https://edpb.europa.eu/about-edpb/about-edpb/members_en
• You can reach the UK Information Commissioner here: https://ico.org.uk/global/contact-us/.

This Privacy Policy is not part of any contract you may have with us. We may amend this privacy policy at any time.

Last updated: January 2024