Data Protection Information According to Articles 13, 14, 21 GDPR
1. Who is responsible for data processing and whom can I contact?
The controller responsible for data processing is:
ICRI Global Association
Schlossstrasse 14
4538 Oberbipp, Switzerland
The email address for data protection issues is: privacy@icriglobal.org
Note: If you access the website of an online meeting provider (e.g., Zoom, Google Meet, Microsoft Teams), the respective provider is responsible for the data processing that takes place on their website.
2. Which data do we use?
When you participate in an “Online Meeting” (conference call, webinar, or video conference), the following categories of personal data may be processed:
Personal Details: First and last name, email address, phone number (optional), profile picture (optional).
Meeting Metadata: Topic, description, participant IP addresses, device information.
For Recordings (with consent): MP4 file of video/audio/presentation, M4A file of audio, text file of chat logs.
Text, Audio, and Video Data: Any text you enter in chat, question, or survey functions, as well as data from your microphone and video camera during the meeting. You can mute your microphone or deactivate your camera at any time.
3. What is the purpose of the data processing?
We use services like Microsoft Teams, Zoom, and Google Meet to conduct our Online Meetings. The purpose of processing your data is to successfully conduct these meetings.
If we wish to record an Online Meeting, we will always inform you transparently in advance and ask for your explicit consent. If it is necessary for note-taking, we may log the chat text. For webinars, questions asked by participants may be processed for recording and follow-up purposes.
4. On what legal basis is my data processed?
Your participation in an online meeting and the provision of your data is voluntary. However, providing certain data (like your name and email) is necessary to participate.
Art. 6 para. 1 lit. b) GDPR (Contractual Necessity): If the online meeting is conducted in the context of a contractual relationship (e.g., with a partner or consultant).
Art. 6 para. 1 lit. f) GDPR (Legitimate Interests): Our legitimate interest in the effective organization and execution of online meetings to fulfill our mission.
Art. 6 para. 1 lit. a) GDPR (Consent): If we record an Online Meeting or use your data for a purpose you have explicitly agreed to.
5. Who receives my data?
Your personal data is treated confidentially.
Within ICRI Global: Only authorized persons and board members who need the data to fulfill their roles will have access.
Meeting Participants: Other participants in the same meeting may be able to see your name, profile picture, and any messages you post in the chat.
Service Providers: The providers of the online meeting software (e.g., Microsoft, Zoom, Google) will process your data in the context of providing the service. We ensure this is done under a strict data processing agreement.
6. Is data processed outside the European Union?
Yes. The service providers we use (Microsoft, Zoom, Google) are based in the USA. This means your data may be processed outside the EU.
We have taken special measures to ensure your data is processed securely. These providers are certified under the EU-U.S. Data Privacy Framework, which provides suitable guarantees for the protection of your data.
7. How long will my data be stored?
Your data will be deleted as soon as it is no longer required for the purpose for which it was collected, provided there are no statutory retention periods. For example, chat logs from a specific meeting may be deleted after the project it related to is complete.
8. What are my data protection rights?
Under the GDPR, you have the right to:
- Receive information about the data stored about you (Art. 15)
- Rectify incorrect personal data (Art. 16)
- Request the deletion or restriction of processing (Art. 17 & 18)
- Object to processing (Art. 21)
- Data portability (Art. 20)
- Revoke your consent at any time (Art. 7)
- Lodge a complaint with a supervisory authority (Art. 77)
To exercise your rights, please contact us at privacy@icriglobal.org
Last updated: September 2025
ICRI Global Association
Registered in Switzerland