Privacy - Oral Reconstruction Foundation

1. Introduction

This Privacy Policy describes how Oral Reconstruction Foundation (“ORF”, “we”, “us”, or “our”) collects and further processes personal data, in particular personal data about our contractual partners, associated persons, professional and other associations, visitors to our website, participants in events, job applicants, recipients of newsletters, and other entities or, in each case, their contact persons and employees (“you”, “your”, “yours”). It also explains your rights in relation to your personal data.
We are committed to safeguarding your privacy and ensuring the security of your personal data in compliance with the EU General Data Protection Regulation (GDPR), the Swiss Data Protection Act and other applicable data protection laws.
By using our website, you consent to the collection and use of your personal data as described in this Privacy Policy. If you do not agree to this policy, please do not use our website. Your continued use of the website following the posting of changes to this policy will be deemed your acceptance of those changes.

2. Information We Collect

2.1. Visiting Our Website

When you visit our website, certain data is automatically transmitted from your browser to our web server. This data includes:

– IP address
– Date and time of request
– Time zone difference to Greenwich Mean Time (GMT)
– Content of the request (specific page)
– Access status/HTTP status code
– Browser type, language, and version
– Operating system and interface
– Referrer URL (website from which the request comes)
– We use this information to ensure the security and functionality of our website, as well as to analyze and improve our website’s performance.

2.2. Contractual Relationships, Contact Forms, Grant Applications, and Email Communication

For the conclusion, administration and performance of contractual relationships with our partners, in particular in connection with our engagement for scientific research in the field of implantology and related areas, when you contact us using the contact form, apply for a research grant, or communicate with us via email, we may collect the following personal data:

– Title, first name, last name
– Company/Organization
– Email address and phone number
– Address (Street, ZIP/City, Country)
– Message content

If you apply for a research grant, additional data related to your application may be collected, such as project descriptions, CVs, billing address, and other relevant details.

2.3. Newsletter Subscription

When subscribing to our newsletter, we collect:

– First name and last name
– Email address
– Country

We use a double opt-in method to confirm your subscription. You may unsubscribe at any time.

2.4. Cookies and Website Tracking

We use cookies and similar tracking technologies to enhance your experience on our website. This includes session cookies (deleted after you close your browser) and persistent cookies (stored for a specified period). You can manage your cookie preferences through your browser settings. You may choose to set your web browser to refuse cookies, or to alert you when cookies are being sent. If you do so, note that some parts of the site may not function properly.

3. Analytics and Online Tools

Google Analytics
We use Google Analytics 4 to understand how visitors interact with our website. This service uses cookies to gather information such as:

– Your device and browser type
– Pages visited and duration of visits
– Geographic region (approximate)
– Click path and interactions

Google Analytics anonymizes IP addresses before processing. Data may be stored on servers in the U.S. or Ireland. You can opt out using the Google Analytics opt-out tool.

Google Ads & Optimize
We may use Google Ads for interest-based advertising and Google Optimize for A/B testing. These tools help us assess how different content performs and how we can tailor our services. Data collected through these tools is pseudonymized and never used to personally identify users.

4. Customer Relationsip Management (HubSpot)

We use HubSpot, a U.S.-based CRM provider, to manage contact data, track interactions, and send emails or updates related to our services, events, and educational content.
HubSpot processes data on our behalf in compliance with the GDPR. Data may be transferred to and stored on servers in the U.S. where HubSpot has certified compliance with the EU Standard Contractual Clauses. For more information on HubSpot’s practices, see their Privacy Policy.

5. How We Use Your Information

We use your personal data to:

– ensure the functionality and security of our website;
– respond to your inquiries and provide customer support;
– operate, protect, improve and optimize ourservices and our business, for example by performing analytics, conducting research, personalizing or otherwise customizing user experience, and to provide customer service and support;
– process research grant applications;
– send newsletters and marketing communications (only with your consent, may be unsubscribed at any time);
– send you service, support and administrative messages, reminders, technical notices, updates, security alerts, and information requested by you;
– send you marketing, advertising, and promotional messages and other information that may be of interest to you;
– analyze and improve our website and services;
– personalize your user experience, using information to understand how our services and resources provided on our website are used;
– comply with legal obligations.

6. Legal Basis for Processing

We process your personal data based on the following legal grounds:
Consent: If you have given explicit consent (e.g., for newsletters)
Contractual Necessity: To fulfill our contractual obligations to you
Legitimate Interest: For website security, analytics, and customer support
Legal Obligation: To comply with applicable legal requirements

7. Retention Periods for your Personal Data

We process and retain your personal data as long as required for the performance of our contractual obligation and compliance with legal obligations or other purposes pursued with the processing, as well as beyond this duration in accordance with legal retention and documentation obligations. Personal data may be retained for the period during which claims can be asserted against ORF or insofar as we are otherwise legally obliged to do so or if legitimate interests require further retention. As soon as your personal data are no longer required for the above-mentioned purposes, they will be deleted or anonymized, to the extent possible.

8. Information Sharing and Disclosure

We do not sell, trade or rent your personal data to third parties for marketing purposes. However, in the context of our activities and in line with the purposes of the data processing, we may transfer data to third parties, insofar as such a transfer is permitted and we deem it appropriate. To this effect, we may share your data with:

– Service providers who process data on our behalf (e.g., hosting, analytics, email service providers, CRM)
– Legal authorities if required by law or to protect our legal rights

As a rule, we enter into agreements with our external service providers on the use and protection of personal data and oblige them to comply with an appropriate level of data protection when processing data in Switzerland and in a foreign country. However, contractual precautions cannot eliminate all risks (in particular government access abroad). You should be aware of these residual risks, even if the risk may be low in individual cases.

9. Data Security

We implement appropriate technical and organizational data collection, storage and processing practices and security measures to protect your personal data against unauthorized access, unlawful processing, and to mitigate the risk of loss, accidental alteration, disclosure or destruction. This includes SSL encryption for data transmitted via our website.

10. Your Privacy Rights

Under the applicable data protection laws, you have the following rights:

– Right to access your personal data
– Right to rectification of inaccurate data
– Right to erasure (‘right to be forgotten’)
– Right to restrict processing
– Right to data portability
– Right to object to processing
– Right to withdraw consent
– Right to lodge a complaint with a supervisory authority

To exercise your rights, please contact us at dataprotection@staging.orfoundation.org. If you do not agree with the way we handle your rights or with our data protection practices, please let us know. If you are located in the European Economic Area (EEA), the United Kingdom or in Switzerland, you also have the right to lodge a complaint with the competent data protection supervisory authority in your country. You can find a list of authorities in the EEA here: https://edpb.europa.eu/about-edpb/board/members_en. You can reach the UK supervisory authority here: https://ico.org.uk/global/contact-us/. You can reach the Swiss supervisory authority here: https://www.edoeb.admin.ch/edoeb/en/home/the-fdpic/contact.html.

11. International Data Transfers

Your personal data may be transferred to countries outside Switzerland and the EEA where data protection laws may differ. In such cases, we enter into agreements with our external service providers on the use and protection of personal data and oblige them to comply with an appropriate level of data protection when processing data in a foreign country. However, contractual precautions cannot eliminate all risks (in particular government access abroad). You should be aware of these residual risks, even if the risk may be low in individual cases.

12. Social Media Plug-Ins and External Services

We use social media plug-ins (e.g., Facebook, LinkedIn, Twitter, Instagram) on our website. These plug-ins are deactivated by default and only become active when you click on them. Please note that activating these plug-ins may lead to the transfer of personal data to the respective social media provider.

13. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy to reflect changes in legal requirements or our data processing practices. We will notify you of any material changes through our website or via email. Furthermore, we encourage you to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

14. Contact Information

Oral Reconstruction Foundation Margarethenstr. 38 CH-4053 Basel, Switzerland Phone: +41 61 565 41 51 Email: info@staging.orfoundation.org
For data protection inquiries, contact our Data Protection Officer at: dataprotection@staging.orfoundation.org