The International Hospital Federation (hereinafter “IHF”, “we” or “us”) collects and processes Personal Data relating to you and other individuals.
This privacy Notice (“Privacy Notice”) describes the IHF’s collection and use of your Personal Data and sets forth your privacy rights. This Privacy Notice applies to any information collected and processed by the IHF through your access to and use of any IHF-related websites, as well as your use of our services or products or when you enter a contract with, or communicate with, the IHF.
The IHF Privacy Notice is compliant with the Swiss Federal Act on Data Protection of 19 June 1992 (FADP), the revised Swiss Federal Act on Data Protection of 25 September 2020 (nFADP) as well as the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (“General Data Protection Regulation” – “GDPR”).
“Data Controller” means the natural or legal person responsible for the use of and Processing of your Personal Data.
“Data Processor” means the natural or legal person which processes Personal Data on behalf of the Data Controller.
“Personal Data” means all information relating to an identified or identifiable person. Personal Data does not include publicly available information that has not been combined with non-public Personal Data, nor does it include information that has been anonymized.
“Processing” means any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.
The entity responsible for the Processing of Personal Data as described in this Privacy Notice is the IHF, with offices at 151, route de Loëx, 1233 Geneva, Switzerland, email@example.com.
Our Data Protection Representative in the European Union (“EU”) according to article 27 of the GDPR is:
General Data Protection Regulation (GDPR) – European Representative
Pursuant to Article 27 of the GDPR, IHF has appointed European Data Protection Office (EDPO) as its GDPR Representative in the EU. You can contact EDPO regarding matters pertaining to the GDPR:
-by using EDPO’s online request form: https://edpo.com/gdpr-data-request/
-by writing to EDPO at Avenue Huart Hamoir 71, 1030 Brussels, Belgium
Our Data Protection Representative in the United Kingdom (“UK”) according to article 27 of the UK GDPR is:
UK General Data Protection Regulation (GDPR) – UK Representative
Pursuant to Article 27 of the UK GDPR, the IHF has appointed EDPO UK Ltd as its UK GDPR representative in the UK. You can contact EDPO UK regarding matters pertaining to the UK GDPR:
– by using EDPO’s online request form: https://edpo.com/uk-gdpr-data-request/
– by writing to EDPO UK at 8 Northumberland Avenue, London WC2N 5BY, United Kingdom
WHAT INFORMATION DOES THE IHF COLLECT AND PROCESS?
Most of the data we collect is directly provided by you. You are not obliged or required to provide us with Personal Data. However, the use of our services or entering into a contract with us requires you to provide us with certain data, as part of your contractual obligations. The Processing of some data is also inevitable when you access and use our websites. The IHF does not collect any sensitive data such as data relating to your health, ethnic background, political views, or religious or philosophical beliefs.
Website or application usage
We gather information during general browsing on our websites such as the IP address, MAC address, browser information, device information, settings, cookies, date and time of your visit, localization data, language.
When you register (directly with us or through our third-party service providers) to open a user account in order to access certain services or products provided by the IHF (such as signing up to one of the IHF’s websites, platform, events, or using one of our apps) you will be asked to provide login details, such as a username and password.
In order to conclude or perform contracts with you or with your involvement, you will need to provide us with personal information such as your name and contact details (email address, telephone number), organization, position, date of birth, gender, etc.
If you purchase something using the IHF website, you may be asked to provide your credit card details. These details are transferred to reputable payment service providers. Credit card information is not retained by the IHF.
You may provide us with your Personal Data by corresponding with us by mail, live-chat, phone, videoconference, or if you sign-up to receive a newsletter, provide feedback, join an online discussion group, or otherwise.
We may collect and process data about your behaviour and preferences, by evaluating information in our possession or by recording your behaviour when using one of our services or when you use one of our websites. We may supplement this information with third-party information, including from public sources. We do so mainly for targeted research and analysis of learning activity.
Information from other sources
The IHF may collect or receive information about you from other sources (for example, internet, social media, etc.), public authorities or other third parties. The categories of data we receive about you from third parties may include your name and contact details (email address, telephone number), organization, position, organization type, organization website, date of birth, gender, country, biography, social media handles, and photo.
FOR WHAT PURPOSES DOES THE IHF PROCESS YOUR DATA?
The IHF processes your Personal Data only for the purposes set out in this Privacy Notice.
The collected Personal Data is primarily used by us to:
- initiate, conclude, manage, and perform contracts with you or provide you with services that were requested or purchased;
- comply with domestic or foreign legal obligations;
- Perform Personal Data Processing that is necessary for our legitimate interests, without unduly affecting your interests or fundamental rights and freedoms and to the extent such Personal Data is necessary for the intended purpose.
You can see below more examples of these purposes:
- Communicating with you (for example, in response to a request on your part, for our own internal records).
- Managing our relationship with you and to help us to learn more about you as a service recipient, the products and services you receive, and other products and services you may be interested in receiving (by sending you newsletters, documents or any other relevant resources, inviting you to be involved in IHF activities, e.g., research, projects, events, training, inviting your organization to join the IHF as a member or renew your organization’s membership, inviting you to participate to IHF’s partners’ events/meetings), provided you have not objected to the use of your data for this purpose. You may object to the use of your data for marketing purposes at any time.
- Providing, developing, and maintaining our products, services, and websites, including, but not limited to, the World Hospital Congress App.
- Market research, media surveillance, improving our services and operations.
- Corporate governance and due diligence.
- Performing know your customer verifications to prevent fraud and other prohibited or illegal activities, in line with applicable regulations and laws.
- Security and access control.
- Dispute resolution.
Where we ask for your consent to process your Personal Data for specific purposes (such as, for example, marketing mailings or behaviour analysis), we will process your Personal Data within the scope of this consent, unless we have another legal basis to process such Personal Data, provided we need one. You can withdraw your consent at any time. The Personal Data processed prior to your withdrawal will not be affected.
Personal Data is not used or disclosed in ways other than as set forth in this Privacy Notice or to which you have explicitly consented or as authorized or required by law.
INFORMATION SHARING AND INTERNATIONAL DISCLOSURE
The IHF may share your Personal Data with third parties such as clients, suppliers, subcontractors, or service providers only to the extent necessary to fulfil the purposes for which it is processed.
We may share your Personal Data with our partner Deloitte (more information here https://www2.deloitte.com/ch/en/services/consulting.html?icid=bottom_consulting) to let it use your business contact details (i.e., professional number/email address) to contact you directly in the hospitals – to propose potential consulting work or new engagement opportunities. Processing may take place outside Switzerland, in any country worldwide (such as countries in Europe or the United States).
We may disclose your Personal Data to other third-parties, in Switzerland and abroad, who process your Personal Data on our behalf or as joint controller with us or who receive your Personal Data about you from us as separate controller.
The IHF may disclose your information to governmental agencies or authorities as it deems necessary to comply with any applicable law or regulation or satisfy any court order, legal process, or governmental request. We may share or disclose your information to detect, prevent, or otherwise address fraud, security, or technical issues.
Certain recipients may be located in any country worldwide, such as countries in Europe, the United States, or the United Arab Emirates. In the event that a recipient is located in a country that does not offer an adequate level of data protection, the IHF ensures the provision of appropriate safeguards, such as contractual arrangements with the recipient of the Personal Data, using, for example, the standard contractual clauses approved by the European Commission, or the Federal Data Protection and Information Commissioner where relevant, unless we can rely on exceptions such as, for example, where an individual has explicitly consented to the proposed transfer after having been provided with all necessary information about the risks associated with the transfer. Also our partner Deloitte had internally entered into an inter-firm agreement with Deloitte network located in any country worldwide, that for Personal Data transfers relies on the current standard contractual clauses to cover off transfers of Personal Data from the EU/EEA/UK and Switzerland, as permitted under the GDPR, UK GDPR and in the FADP.
DATA SUBJECT’S RIGHTS
The applicable data protection laws provide certain rights for data subjects:
You may request information as to whether your Personal Data is processed by us and, if yes, what Personal Data.
You have the right to request that the record of your Personal Data maintained by the IHF be rectified if it is inaccurate.
You have the right to request the IHF to erase the data or cease Processing it, subject to certain exceptions as defined by applicable laws.
You have the right to request the IHF to cease using your data for direct marketing purposes.
You have the right to request the IHF to provide your Personal Data to you or transmit it directly to another controller.
You may also request additional information in order for you to exercise these rights.
If you wish to exercise the above-mentioned rights in relation to us, please contact us in writing at: firstname.lastname@example.org.
If you are located in the European Union, the United Kingdom or Switzerland, you also have the right to lodge a complaint with the competent data protection supervisory authority in your country.
The IHF has implemented adequate technical and organizational measures to ensure data confidentiality, integrity and availability and protect data against unauthorized access and Processing, misuse, alteration, falsification, loss, or destruction.
Personal Data is not used in ways other than as set forth in this Privacy Notice or in ways to which you have explicitly consented.
IHF staff who have access to, and are associated with the Processing of Personal Data, are obliged to respect the confidentiality of official business matters, including Personal Data.
We only retain Personal Data for as long as the user account is active or otherwise for as long as we need the Personal Data to fulfil the purposes for which we have initially collected it, or as required by legal retention periods or our legitimate interests in documenting and keeping evidence.
GOOGLE ANALYTICS AND COOKIES
We use Google Analytics and cookies to improve our services, user experience and analyse how the websites are used. The information gathered during general browsing is used to provide an overview of how people are accessing and using the IHF and World Hospital Congress websites and platforms. The IHF does not use it for any other purpose (e.g., profiling, marketing).
Google Analytics collects information about and analyses visitors’ behaviour on our websites. Google will use this information for the purposes of evaluating the use of the websites, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using our websites, you consent to the Processing of your data by Google in the manner and for the purposes set out above. More information can be found at this address: https://support.google.com/analytics/answer/6004245.
LINKS TO OTHER WEBSITES
The IHF and World Hospital Congress websites provide links to websites external to the ihf-fih.org and worldhospitalcongress.org domains. Once clicked, you will be taken to external websites with their own specific privacy policies you are recommended to consult. The IHF is not responsible for the privacy practices or the content of such sites.
IHF SOCIAL MEDIA PAGES
The IHF may operate pages and other forms of online presence on social media and other platforms operated by third parties. The IHF may collect and process data about you following your interaction with our organization’s pages. Such data is used in accordance with this Privacy Notice. At the same time, the platforms analyse your use of our organization’s pages, in combination with other data, and process this data for their own purposes, acting as separate controllers. For further information on the Processing by platform operators, please refer to their respective privacy notices.
CHANGES TO THIS PRIVACY NOTICE
The IHF reserves the right to change this Privacy Notice at any time without prior notice. The current version available on the IHF website shall apply.
Last updated: 10/09/2023