Privacy Policy

The Solstice of Foundations organizing committee is committed to protecting the privacy of its participants, volunteers, sponsors, vendors and other contacts.

Scope

This privacy policy applies to all personal data collected during the registration for Solstice of Foundations, as well as during the event itself, and processed by all legal entities, volunteers and employees acting on behalf of the organizing committee.

The summer school Solstice of Foundations 2025 is jointly organized by Squids (Schools for Quantum Information Development), a non-profit association based in Zurich, Switzerland, and the Department of Physics of the University of Zurich. In the following we employ “organizing committee” to refer to the relevant organizers.

Any aspects not explicitly covered here are governed by Swiss data protection regulations.

What information is collected?

The organizing committee collects the following personal data in line with the use purposes explained in a subsequent section:

  • your name and email address, affiliation and position,
  • purchasing and payment information,
  • author and presenter information,
  • photos at the event,
  • video recordings of talks given at the event,
  • other information you upload or provide to us.

How do we use your information?

The organizing committee uses (and, where specified, shares) your personal information for the following purposes:

  • to share information about the event;
  • to adjust the event’s schedule, facilities, meals and accommodations according to the participants’ needs;
  • to create event badges;
  • to process transactions;
  • to respond to your requests;
  • to create anonymized demographic analysis of the event participants;
  • to get feedback or input from you.

Note that in particular, the names of all authors of posters and lecturers. By default, the names of other participants are not publicly shared on the website.

What third parties handle your information?

  • Email servers and websites with the domain squids.ch are hosted by Infomaniak in Switzerland, and are subject to Infomaniak’s Terms and Conditions and Swiss law.
  • Incoming emails to foundations@squids.ch are forwarded to the organizers at Squids.
  • Fee payments are processed through Stripe, and are subject to Stripe’s Terms of Service. Squids has partial access to payment data (name, amount and payment method) but no critical access (for example, credit card numbers are not visible to Squids).
  • Participation on the summer school Discord Server is processed by Discord, and are subject to Discord’s Terms of Service.
  • Video recordings of the lectures are posted by the organizers on YouTube, and are subject to Youtube’s Terms of Service.
  • Photos of the event may be shared through the event Discord server, the event website, and social media, and are subject to each platform’s Terms of Service and Privacy Policy.
  • Information on individual requirements, for example dietary restrictions, disability accommodations or childcare needs, may be shared with local service providers with the single purpose of meeting those requirements.

How can you modify or delete your information?

In general, write an email to foundations@squids.ch if you’d like us to modify or delete some of your data.

In particular:

  • Photos: You may write us an email, contact an onsite organizer or ask the photographer immediately to delete the photo. There will be ways to signal if you do not wish your photo taken at the event.
  • Contact information: Write to us if your email address has changed or you want us to modify or delete your contact information from our databases. We need some form of contacting you up to 14 days after the event has ended. After this we can delete all your email addresses.
  • Video recordings: If you are accidentally shown in the video of someone else’s talk, we may blur you out from the recording at your request. If you are the speaker and would like the whole video deleted, let us know.
  • Your name: Write us an email if you’d like us to change your name on public event materials (like the website or video recordings). This includes cases where your name changes after the event and you’d like to correct it on event materials.

What information lives online forever?

The following information is considered public, and may stay publicly available online, on the event website or archive, indefinitely:

  • Lists of invited lectures, with abstracts, list of authors, other submitted materials, and name of the presenter.
  • Lists of Committee members and their affiliation at the time of the event.
  • Anonymized demographic statistics on participants and speakers.
  • Video recordings of talks.
  • Photos of the event.

In all these cases, we can still change your name if you ask us. If a talk is retracted (for example, an article it is based on is proven wrong), we can add a retraction note. If you find a fixable mistake, write us an email. Photos will be deleted if you ask us.

Information about individual posters (authors, title, abstracts) may be deleted by the organizers after the event. If you would like to change something about the poster information write us an email.

Cookies and embedded content from other websites

This website does not use cookies. However, articles on this site may include embedded content (e.g. videos, maps, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.