Website terms of use

Website operator and purpose

The SGV Meeting website at sgv-meeting.org is operated by the Swiss Laboratory Animal Science Association (SGV), a Swiss non-profit association:

Swiss Laboratory Animal Science Association (SGV)
c/o PD Dr. Paolo Cinelli
UZH Clinic for Trauma Surgery
Sternwartstrasse 14
8091 Zürich, Switzerland

Contact: support@sgv-meeting.org or our contact form.

This website provides information and services for SGV meetings, primarily for professionals in Switzerland. These terms concern use of the website. Registration conditions and any conditions presented by an external registration provider apply separately. No payments are processed on this website.

Meeting information and scientific content

We take reasonable care in preparing the information on this website. Programmes, speakers, schedules and practical arrangements may change. Please consult the latest information before making arrangements and contact us if you notice an error.

Scientific contributions express the views of their authors. They are provided for professional information and discussion and do not replace an independent assessment or advice appropriate to a particular situation.

Copyright and use of materials

Website text, photographs, graphics, presentations and other contributions may be protected by copyright or other rights. Rights remain with SGV or the respective rights holders. Publication on this website does not transfer those rights to visitors.

You may consult the website and use materials as permitted by applicable law or an express licence accompanying them. For republication, adaptation or redistribution beyond those permissions, obtain approval from the relevant rights holder. Please contact us if you are unsure whom to approach.

Speaker access and uploads

Speaker access is intended for authorised contributors. Keep sign-in links and access codes confidential and do not share access with others.

Upload only material that you are entitled to provide for the meeting. Obtain any necessary permissions for third-party content and personal data. Do not upload confidential third-party material or identifiable personal data, such as patient or study-participant data. Uploading a presentation does not, by itself, authorise its publication or public distribution; any such use must be agreed separately.

External websites and availability

Links to registration services, transport operators, maps, institutions and other external websites are provided for convenience. Those websites are operated independently and have their own terms and privacy notices. We do not control their content or availability.

We aim to keep this website available and secure but cannot guarantee uninterrupted or error-free operation. To the extent permitted by law, SGV excludes liability for loss arising from use of, or inability to use, this website or reliance on its content. This exclusion does not apply where liability cannot lawfully be excluded, including liability for intentional misconduct or gross negligence.

Applicable law and updates

These website terms are governed by Swiss law, subject to mandatory applicable provisions. We may update these terms; the current version and its date will be shown on this page.

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Privacy notice

Who is responsible and what this notice covers

The Swiss Laboratory Animal Science Association (SGV) is responsible for the processing of personal data described in this notice.

Swiss Laboratory Animal Science Association (SGV)
c/o PD Dr. Paolo Cinelli
UZH Clinic for Trauma Surgery
Sternwartstrasse 14
8091 Zürich, Switzerland

For privacy requests, please use our data protection request form. For other privacy questions, write to support@sgv-meeting.org.

This notice covers personal data processed through sgv-meeting.org and related website communications. Meeting registration takes place separately through SGV’s registration portal. The processing of registration, attendance and continuing-education records outside this website is not described in this notice.

Browsing, cookies, fonts and maps

You can read the public website without creating an account. We do not use advertising trackers or behavioural analytics.

Delivering the website requires technical processing of information such as your IP address and browser requests. Technical records generated by the hosting or security infrastructure are used to operate the service, diagnose faults and prevent misuse. Reverse-proxy access logs can include IP addresses and are retained for up to 30 days. Application error logs are rotated and subject to size limits.

A functional cookie remembers a light or dark appearance selected by you for up to one year. Restricted features, including speaker and staff access and the exhibition quiz, use cookies to maintain a signed-in session. These cookies are not used for advertising or cross-site tracking. You can delete or block cookies through your browser settings; restricted features and saved preferences may then stop working.

The website’s fonts are served locally, rather than requested from Google Fonts when you visit.

The map on our information page is provided by OpenStreetMap. It is loaded only after you choose to display it; your browser then connects to OpenStreetMap’s servers, which receive your IP address. Links to Google Maps, Apple Maps and other external services open those services only when you follow them.

Enquiries

When you contact us, we process the details you provide to answer and manage your enquiry. Depending on the form fields you complete, these include your name, email address, institution, role, message and optional telephone number and callback preference.

Contact-form submissions are stored on the website server and forwarded by email to the SGV team members responsible for the enquiry. Please avoid including sensitive personal data unless it is necessary to handle your request.

Exhibition quiz

Registered participants can take part in the exhibition quiz and prize draw. For this purpose we use the name and email address from your meeting registration, your quiz answers and, if you win, the draw result. To sign in, you receive a one-time access code by email. Participation is voluntary. Quiz data is used only to run the quiz and the prize draw.

Speakers and officials

We process professional profile information supplied or approved by speakers and officials to organise the meeting and present its contributors. This can include names, affiliations, biographies, professional contact details, profile links, portraits and contributions to the programme. Only information intended for publication is displayed publicly. Public information can be accessed worldwide and indexed by search engines.

Profiles and meeting information remain online as a record of SGV activities with the contributor’s agreement, unless the person concerned requests removal or we otherwise remove or update them. Speakers can give or withdraw this agreement in their speaker dashboard. Contact us to request a correction or removal. We cannot directly remove copies held independently by third parties or search engines.

Speaker access and presentation files

For authorised speaker access, we process your email address, sign-in information, submitted files and associated technical records. This enables authentication, presentation submission, support and preparation of the meeting. Changes you submit through the speaker dashboard (for example a portrait, biography, talk title or abstract) are reviewed by the SGV team before they are published.

We also use speaker contact details to inform you about future SGV meetings. You can opt out at any time by replying to such a message or writing to support@sgv-meeting.org. We retain these details until you opt out, request deletion or they are no longer needed for this purpose.

Access to private uploads is restricted to authorised people who need them for meeting operations. Presentation files, submissions awaiting review and associated upload records are deleted from active storage no later than 90 days after the meeting. They are not made public merely because they have been uploaded. Public talk titles and abstracts are retained separately as part of the meeting record.

Service providers and international processing

We do not sell personal data or share it for third parties’ independent marketing. We use service providers where needed for hosting, technical operation and email delivery. They may process personal data to provide those services. Disclosure may also be necessary to meet legal obligations or establish, exercise or defend legal claims.

We use a hosting provider to operate the website. The website and its database are currently hosted in Germany.

The website’s automatic emails (for example sign-in codes, confirmations and quiz access codes) are sent through Mailpro, an email service based in Switzerland. Open and click tracking is switched off for these emails. Mailpro keeps delivery records (recipient, time and delivery status) for 90 days. If Mailpro is unavailable, the email is sent through Google Workspace instead. We use Google Workspace for SGV mailboxes, so emails you send us are processed by Google. This involves processing in the European Union and the United States.

Germany and the other EU Member States are recognised by the Swiss Federal Council as providing adequate data protection. For transfers to the United States, we rely on the provider’s certification under the Swiss-U.S. Data Privacy Framework, which the Swiss Federal Council recognises as providing adequate protection for certified companies, or otherwise on contractual safeguards recognised under Swiss data protection law.

We plan to move website hosting to Switzerland after the meeting, in early 2027. This notice will be updated when the move is complete. Moving hosting does not necessarily change where email or other supporting services process data.

Retention and security

Our retention periods are:

Deleted records may remain in restricted recovery backups until those backups expire, for up to 30 additional days. If a backup is restored, applicable deletion requests and expired retention periods must be reapplied. Longer retention may be necessary for a specific legal obligation or an unresolved claim; this is limited to the records and period needed for that purpose.

We use technical and organisational safeguards appropriate to the data and services concerned. No internet service or method of transmission can be guaranteed completely secure.

Your rights and changes to this notice

Under applicable Swiss data protection law, you may request information about your personal data and, where applicable, its correction or deletion. You may also request a copy of personal data you provided to us in a common electronic format, or its transfer to another controller (data portability). You may object to processing or withdraw consent for future processing. Legal exceptions may apply, and we may need to verify your identity.

To make a request, please use our data protection request form. We confirm your email address with a one-time code and answer within 30 days. You can also write to support@sgv-meeting.org. You may also contact the Swiss Federal Data Protection and Information Commissioner (FDPIC).

We may update this notice when our services or processing change.