Privacy Policy

This policy describes how we process personal data when operating the website ai-open-house.ch and when running the AI Open House event. It follows the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

1. Controller

The AI Open House is a joint initiative of several companies and is not itself a legal entity. The representative of the group and the controller within the meaning of the FADP and the GDPR is:

Schurbox GmbH, Drosselstrasse 1e, 4103 Bottmingen, Switzerland
Email: connect@ai-open-house.ch

No data protection officer has been appointed. For any data protection matter, please contact us at the address above.

2. Principles

We process personal data only as far as necessary to operate the website, communicate with you and run the event. We do not sell personal data and do not pass it to third parties for advertising purposes.

Where the GDPR applies, we rely on: your consent (Art. 6(1)(a) GDPR — newsletter, speaker profile with photo), performance of a contract or pre-contractual steps (lit. b — tickets, enquiries, session requests), and our legitimate interest in a secure, working website (lit. f — server operation, map display).

Where we do not rely on your consent, we do not ask for it either: consent that you cannot submit a form without would not be freely given, and so would not be valid consent. In those places we tell you what happens to your details instead.

3. Hosting and server log files

The website is hosted by Infomaniak Network SA, Rue Eugène-Marziano 25, 1227 Les Acacias (Geneva), Switzerland, on servers located in Switzerland. Infomaniak processes the data as our processor.

When you access the website, access data is automatically recorded in log files: IP address, date and time, page requested, volume of data transferred, referrer URL, and browser and operating system details. This data serves technical operation, troubleshooting and security. It is not combined with other data sources and is deleted as soon as it is no longer needed for those purposes.

4. Cookies, tracking, fonts

This website sets no cookies, uses no analytics or tracking tools and embeds no advertising networks. No profiling takes place. The fonts used (Rajdhani, Montserrat) are served from our own server — there is no connection to Google Fonts or any other font service.

For the newsletter we process your email address (required) and, if you provide them, first name, last name, organisation, role, preferred language, AI experience level and areas of interest. Everything other than the email address is optional and helps us tailor content.

Sign-up uses double opt-in: after you submit the form we send you an email containing a confirmation link. Only when you click that link are your details entered into the newsletter list. Until then they are stored nowhere — they travel only inside the signed confirmation link itself. The link is valid for 7 days; if it is never clicked it simply expires and nothing remains.

Distribution runs through the newsletter service of Infomaniak Network SA (Switzerland) as our processor. The legal basis is your consent, given when you confirm the link. You can unsubscribe at any time via the link in every message or informally by email to connect@ai-open-house.ch; we then remove your data from the distribution list. Withdrawal takes effect for the future and does not affect the lawfulness of processing carried out beforehand.

To prevent automated sign-ups the form contains a hidden field that humans do not fill in. No additional personal data is collected in the process.

6. Contact form

Through the contact form we process your name, email address and message. The details are delivered by email to the organising team and stored in its mailbox at Infomaniak (Switzerland). We use them solely to answer your enquiry and keep them for as long as handling it and any follow-up questions require.

7. Session slot requests from programme partners

If you request a session slot through the form on the programme page, you transmit your name, email address, session title, description, audience benefit, format, preferred slot, level, language and technical requirements, and — optionally — a LinkedIn profile and further details about the planned session (a link or free text). The details are sent by email to the organising team; the form itself stores nothing and accepts no file uploads. The title, description and name of an accepted session are published on this website and in the programme materials; that is the purpose of the request, which is why we do not ask for separate consent. The form says so before you submit. The remaining details are used for internal planning only.

7a. Speaker profile (photo upload)

Once a session is accepted, speakers receive a link by email to a separate form on which they can submit their name, role, organisation, email address, an optional short bio and a photo themselves. The form is reachable only through that link with its access code and is not linked from any navigation.

The photo is stored on the web server at Infomaniak (Switzerland) under a randomly assigned filename; the remaining details are sent by email to the organising team. We verify server-side that the file is an image (JPEG, PNG or WebP, max. 5 MB). Photo, name, role, organisation and short bio are published on this website and in event communications, based on the consent you give in the form. The uploaded file is deleted from the server after publication; the email address is used only for follow-up questions. You may withdraw your consent at any time, informally, at connect@ai-open-house.ch, and we will remove the profile from the website.

8. Tickets

Ticketing runs through Infomaniak Ticketing (Infomaniak Network SA, Switzerland). The data you enter there — depending on the order, name, email address and payment details — is processed by Infomaniak, and their privacy policy applies in addition. No payment data is collected on ai-open-house.ch and none reaches our website at any point. We receive the attendee list from Infomaniak in order to run the event.

9. Map display (OpenStreetMap)

On the location and travel page we embed a map from OpenStreetMap (OpenStreetMap Foundation, St John’s Innovation Centre, Cowley Road, Cambridge CB4 0WS, United Kingdom) in an iframe. When the map loads, your browser transmits technically necessary data — in particular your IP address — to OpenStreetMap. The basis is our legitimate interest in clear travel directions. The United Kingdom is covered by an EU adequacy decision and is likewise recognised by Switzerland as providing adequate protection. Details: privacy policy of the OpenStreetMap Foundation, https://osmfoundation.org/wiki/Privacy_Policy.

10. Links to third parties

We link to third-party websites such as LinkedIn, Instagram and the Swiss {ai} Weeks. These are plain links — no tracking pixels, social plugins or scripts from those providers are loaded. Only when you click a link does your data reach the provider concerned, whose privacy policy then applies.

11. Photography and filming at the event

Photographs and video are taken at the event to document it and to communicate about the AI Open House. If you prefer not to appear, please tell the photographer or the organising team on site, or contact connect@ai-open-house.ch; we will remove the recordings concerned from our channels.

12. Disclosure to third parties

We disclose personal data only to processors that support us in operating the service — currently Infomaniak Network SA for hosting, email, newsletter and ticketing — and where we are legally obliged to do so. Partners and sponsors receive no attendee or newsletter data unless you expressly consent in the individual case.

13. Retention

We keep personal data only as long as needed for the respective purpose or as statutory retention periods require. Newsletter data is processed until you unsubscribe, enquiries until they have been dealt with, and event data until the follow-up for that edition is complete.

14. Data security

We take appropriate technical and organisational measures to protect your data. Transmission between your browser and our server is encrypted (TLS). Credentials for third-party services are stored outside the publicly reachable area of our server.

15. Your rights

Within the limits of applicable law you have the right to information about the personal data we process about you, to rectification, to erasure, to restriction of processing and to object to processing. Where the GDPR applies, the right to data portability applies in addition; under Swiss law you have the right to data release and transfer. You may withdraw consent at any time with effect for the future.

To exercise these rights, contact connect@ai-open-house.ch. To prevent misuse we may ask you to prove your identity.

You also have the right to lodge a complaint with a supervisory authority — in Switzerland the Federal Data Protection and Information Commissioner (FDPIC), Feldeggweg 1, 3003 Bern; in the EU, the data protection authority responsible for you.

16. Changes

We may amend this privacy policy at any time. The version published on this page is the one that applies.