Last updated: 02.06.2025

We at Theodora Foundation (organizer of HCIM 2026) take the protection of your personal data seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website www.hcim2026.org, contact us, or subscribe to our newsletter.

1. Responsible entity (Controller)

Theodora Foundation
Chemin du Bief 6bis
1027 Lonay, Switzerland

Email: [email protected]

2. What data we collect

We collect personal data only when necessary, including:

• Contact form: name, email address, message content
• Newsletter form: name, email address, organization
• Server log files: IP address, browser type, date/time of access
• Cookies and analytics (see section 5)

3. Purpose of data processing

We use your data for:

• Responding to contact requests
• Sending newsletters (if you subscribed)
• Website optimization and security
• Fulfilling legal obligations

4. Legal basis

Data is processed on the basis of:

• Your consent (e.g., newsletter subscription)
• Our legitimate interest (e.g., responding to inquiries, securing the website)
• Legal obligations (e.g., record keeping)

5. Cookies and analytics

Our website may use cookies to enhance your experience. You can disable cookies in your browser settings.

6. Newsletter

If you subscribe to our newsletter, we will use your email address to send you updates related to HCIM 2026. We use Mailchimp to manage newsletter distribution. Your email address will be stored on servers operated by this provider, which complies with international data protection regulations.
You can unsubscribe at any time using the link provided in each newsletter.

7. Data sharing

We do not sell or rent your personal data. Your data may be shared only with:

• Trusted service providers (e.g., newsletter tool, hosting provider)
• Authorities when required by law

All partners are contractually obliged to protect your data.

8. Hosting and international transfers

Our website is hosted by Wordpress in Switzerland.
If your data is processed outside Switzerland or the EU, we ensure appropriate protection through legal safeguards.

9. Data retention

We retain your personal data only as long as necessary for the purpose for which it was collected, or as required by applicable law.

10. Your Rights

You have the following rights under Swiss data protection law:

• Right to access your personal data
• Right to rectify incorrect data
• Right to request deletion of your data
• Right to withdraw consent at any time
• Right to object to processing under certain circumstances

To exercise your rights, please contact us at [email protected].

11. Data security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or misuse.

12. Changes to this privacy policy

We may update this Privacy Policy from time to time. The latest version is always available on this page. Please check back regularly for any updates.

13. Contact

For questions or concerns regarding data protection, you can reach us at:

Theodora Foundation
Chemin du Bief 6bis
1027 Lonay, Switzerland
Email: [email protected]