Legal Notice

General
Welcome to the website of the Swiss Society of Medical Oncology (SSMO). The protection of your personality and the correct processing of your personal data (“personal data”) are of particular concern to us. With this privacy statement we inform you about the collection and processing of your personal data in the course of a membership or partnership, when you obtain other services or use our online offer. By using our offer, you agree to this data protection declaration.

Data
We collect the following data:

• Contact details
• Specific data required for the implementation of events and services
• Membership status
• Academic titles as well as information on medical education, training and continuing education, information on your professional activity (e.g. work status, GLN number).
• Information on accredited events
• Financial and bank data in the course of invoicing or payments
• Data in connection with the use of websites (e.g. IP address)

Applicable law
This privacy policy is subject to Swiss data protection law and any applicable foreign data protection law, for example that of the European Union (EU) with the General Data Protection Regulation (GDPR).

Responsibility
The responsible person within the meaning of data protection legislation is:

Swiss Society for Medical Oncology (SSMO)
c/o Pro Medicus GmbH
Minervastrasse 23/25
8032 Zürich
Phone +41 43 266 99 12
info@sgmo.ch

Processing of personal data
As a matter of principle, we only process personal data with the consent of the data subject, unless the processing is permissible for other reasons, for example to fulfil a contract with the data subject and for corresponding pre-contractual measures, to protect our own overriding and legitimate interests, because the processing is evident from the circumstances or after prior information. In this context, we process in particular information that a data subject has provided to us himself/herself when contacting.

In connection with the use of our website, we collect the following personal data from you: Information about your visits to our website such as the extent of data transfer, the location from which you retrieve data from our website and other connection data and sources that you retrieve. This is usually done through the use of log files and cookies. You will find more information on log files and cookies below.

Personal data may be processed by third parties in Switzerland or abroad on our behalf and within the scope of our statutory duties. This includes, for example:

• Contractual partners
• Other medical organisations (in particular FMH, SIWF)
• Service provider
• Publishers
• Authorities
• IT service providers and software companies
• other persons

The server location for our database is in Germany; for this we have concluded a corresponding order processing contract with the service provider(s).

We are present on other online platforms to communicate with and inform interested persons. The General Terms and Conditions (GTC), data protection declarations and other provisions of the respective operators apply .

Purposes and legal bases of data processing
We use your personal data primarily to fulfil our statutory purposes and tasks (see Articles of Association, Art. 2) and our legal obligations.

Other purposes are:

• u m to ensure that our website is presented in the most effective and interesting way possible to you;
• u m to fulfil our obligations under any contracts entered into between you and us (e.g. holding events);
• Information and further development of our services and online offers on which we are present.

We process personal data in accordance with Swiss data protection law, in particular taking into account the Swiss Data Protection Act (DPA). If and to the extent that the GDPR is applicable, we process personal data in accordance with the following legal bases:

• 6 para. 1 lit. a DSGVO for the processing of personal data with the consent of the data subject.
• 6 para. 1 lit. b DSGVO for the processing of personal data for the performance of a contract to which the data subject is a party or for the implementation of pre-contractual measures.
• 6 para. 1 lit. c GDPR for the processing of personal data for the fulfilment of a legal obligation to which we are subject pursuant to any applicable law of the EU or pursuant to any applicable law of a country in which the GDPR applies in whole or in part.
• 6 para. 1 lit. d DSGVO for the processing of personal data in order to protect the vital interests of the data subject or another natural person.
• 6 para. 1 lit. f DSGVO for the necessary processing of personal data to protect the legitimate interests of us or of third parties, unless the fundamental rights or freedoms and interests of the data subject override these. Legitimate interests are our business interest in being able to provide the offer, information security and protection against misuse and unauthorised use, the enforcement of our own legal claims and compliance with Swiss law.

Events and congresses
Mandatory information is required when registering for events. This information must be complete and correct. If this is not the case, the registration will be rejected. The following data, for example, is collected and stored as part of the registration process: Your access data (user name, password), your address, your e-mail address, information about your invoice, information about memberships. In addition, depending on the event, further information about you may be collected as part of the registration process. Submitted proofs or documents will be deleted again after they have been checked.

The registration data may be used by us for sending newsletters or other communications. You can object to receiving these newsletters and communications at any time and unsubscribe from them. You can declare the revocation either by clicking on the link provided in the newsletter/message email or by sending an email to the office (info@sgmo.ch).

Image and sound recordings
The SSMO is entitled to make photo, film and video recordings at events and to use these for advertising or press purposes. Objections to the taking of photographs and sound recordings that concern one’s own person must be communicated directly to the person taking the photographs or sound recordings on site.

Payment processing
Various payment options are offered for processing payments (e.g. invoice/bank transfer, credit card). To process the transaction, you will be directed to the pages of the respective provider, which have their own data protection declarations and provisions. As part of the payment processing, data about the selected payment method, the invoice amount and other general billing data are collected on our website and used for this purpose.

Third party services and links
We use third party services to provide our website in a user-friendly, durable, reliable and secure manner (e.g. hosting and storage services). Such services require your Internet Protocol (IP) address, otherwise the corresponding content cannot be provided. These services may also process, using cookies, other data related to our website and in conjunction with information from other sources for their commercial communications and statistical purposes.

Our website contains links (references) to other websites, social media or apps. We have no influence whatsoever on their content, design, accuracy, up-to-dateness, reliability or legality, nor on their terms of use and data protection. Any responsibility is therefore declined.

Cookies
We use cookies on our website. Cookies are small text files that the visited website or its server stores in your computer via the browser in order to recognise it later. Your computer sends the cookie information to the server again with each request during subsequent, new visits to this website. Cookies are used, for example, to display complex and dynamic content. In particular, cookies enable your browser to be recognised the next time you visit our website. Cookies cannot execute programs or transmit malware such as Trojans and viruses. By configuring your browser accordingly, you can prevent the installation of cookies at any time or have a warning displayed before accepting a cookie and thus determine for yourself whether you want to accept cookies or not. In principle, our website can also be used without cookies, although individual functionalities may then be restricted.

Duration of the retention of personal data
We process and store personal data for the period of time required to fulfil our statutory, contractual or legal obligations or the respective purpose pursued for the processing (e.g. for participation in a congress).

When you contact us by e-mail or via a contact form, the data you provide (your e-mail address, name and telephone number, if applicable) will be stored by us in order to answer your questions. We delete the data accruing in this context after the storage is no longer necessary or restrict the processing if there are statutory retention obligations.

If we collect your IP address, it will only be stored for the time of your use of the website and then immediately deleted or anonymised by shortening it.

Otherwise, your personal data will be deleted or made anonymous, provided that there are no longer any legal storage and documentation obligations or justified business interests (e.g. for evidence and documentation purposes).

Organisational and technical measures
We take all reasonable organisational and technical measures to protect the confidentiality, integrity and availability of the data and systems under our responsibility. However, please note that access to information and services on this website, and in particular access to the members’ area, is via the Internet and thus an open network accessible to anyone. Although this website is encrypted and data is transmitted between the user and us in encrypted form, certain transport connection data such as sender and recipient addresses remain unencrypted. Therefore, absolute security cannot be guaranteed. Finally, it is your responsibility to protect your end devices such as computers, tablets and smartphones accordingly and, in particular, to choose a secure password for the members’ area and online registrations and to treat it confidentially.

Your rights
To help you control the processing of your personal data, you also have the following rights in connection with our data processing, depending on the applicable data protection law:

• The right to request information from us as to whether and which of your data we are processing;
• the right to have us correct data if it is inaccurate;
• the right to request the deletion of data;
• the right to request that we provide certain personal data in a commonly used electronic format or transfer it to another controller;
• the right to withdraw consent insofar as our processing is based on your consent;
• the right to obtain, on request, further information necessary for the exercise of these rights;

If you wish to exercise any of the above rights against us, please contact us by email; our contact details can be found above. In order for us to rule out misuse, we must identify you (e.g. with a copy of your ID card, unless otherwise possible).

Please note that conditions, exceptions or restrictions apply to these rights under applicable data protection law (e.g. to protect third parties or trade secrets). We will inform you accordingly if necessary.

Contact
If you believe that the processing of your data violates data protection law or your data protection rights have otherwise been violated in any way, you can contact our office or the data protection authority in the jurisdiction in which you live by e-mail and complain. For data protection in Switzerland, this is the Federal Data Protection and Information Commissioner (FDPIC).

Changes
We reserve the right to change this privacy policy at any time with effect for the future. A current version is available on the website. Please visit the website regularly and inform yourself about the applicable data protection declaration.

General legal information

Guarantee of the content of the website
The information on this website is non-binding and provided for information purposes only. Despite careful provision of the information on the Internet pages published by it, the SSMO accepts no responsibility for the topicality, correctness, completeness and quality of the information presented. Liability claims regarding damage caused by the use of any information provided, including any kind of information which is incomplete or incorrect, will therefore be rejected. All offers are subject to change and non-binding. The SSMO expressly reserves the right to change, supplement or delete parts of the pages or the entire offer without prior notice or to discontinue publication temporarily or permanently.

Warranty of the references and links
In particular, when including links or references on its website, SSMO checks whether they contain illegal content. However, as the SSMO has no influence whatsoever on the further design of these websites to which the links on its own website refer, it cannot accept any liability for the content of these websites. Should the SSMO become aware of any illegal content on linked sites, it will immediately remove the corresponding links from its site.

Copyright and trademark law
The SSMO endeavours to observe the copyrights of the graphics, sound documents, video sequences and texts used in all publications, to use graphics, sound documents, video sequences and texts it has created itself or to use licence-free graphics, sound documents, video sequences and texts. All brand names and trademarks mentioned on the website and, if applicable, protected by third parties, are subject without restriction to the provisions of the respectively valid trademark and ownership laws of the respective registered owners. The mere mention of a trademark does not imply that it is not protected by the rights of third parties. The copyright for published objects created by the SSMO itself remains solely with the SSMO. Reproduction or use of graphics, sound documents, video sequences and texts in other electronic or printed publications is not permitted without the express consent of the SSMO.

Final provisions
We reserve the right to adapt our data protection declaration and the legal information at any time. The version published on our website shall apply in each case. In case of doubt, the German version of the data protection regulations shall apply.

Version: 1.9.2023