Awards ceremony privacy policy

Privacy notice for Frontiers Planet Prize Award Ceremony and associated events

The Frontiers Research Foundation (the “FRF”, or “we”) attaches great importance to the protection of your privacy and undertake to manage your personal data securely and in compliance with applicable laws. The following notice applies to all personal data collected by the Frontiers Research Foundation (the “FRF”) in relation to the registration for the Frontiers Planet Prize (the “FPP”) Award Ceremony and other associated events (“FPP Events”) and the delivery and operations of the FPP Events. 

1. Data controller

The Frontiers Research Foundation is the data controller responsible for the processing of all personal data processed in accordance with this Privacy Notice. In addition, the FRF may share personal data with Frontiers Media SA and/or the Villars Institute with whom the FRF cooperates in the organisation of the FPP Events, under the conditions described below. 

2. Personal data collected

Upon registration for the FPP Events, the FRF will collect the following categories of personal data:

  • Identity data: first name, last name, title.

  • Contact details: email address, phone number, physical address.

  • Affiliation: institution, role

  • Travel data: date/time of arrival, departure, flight details

  • Bank account information

  • Other data: Dietary requirements, allergies, accessibility needs 

3. Purposes of use

The personal data collected is used by the FRF for the following purposes

  • Enabling and processing your registration for the FPP Events

  • Communicating with you, to inform you about the FPP Events and related activities

  • Allow the operation, security and maintenance of the FPP Platform,

  • Answer your queries and provide you assistance with your registration

  • Allowing you to travel to and to attend the FPP Events and provide your accreditation

  • Ensure the good operation and security of the FPP Events

  • Providing you travel, accommodation, food and beverages and other services in connection with your attendance of the FPP Events

  • Ensuring the coverage and promotion of the FPP Events

  • Ensure the respect of the FPP Events Terms and other rules applicable (including any code of conduct applicable on site)

  • Carry out our legal obligation and the protection of our legal rights

  • Payment of the Travel Allowance

5. Sharing your personal data

The FRF may share your personal data collected pursuant to this privacy notice in the following circumstances:

  • When cooperating with Frontiers Media SA and its affiliates. Frontiers assists the FRF in the organisation of the FPP Events and provides different types of services to FPP Attendeed on behalf of the FRF. Frontiers processes your personal data based on the FRF’s documented instructions.

  • When cooperating with the Villars Institute: the FPP Award Ceremony and other FPP Events will be hosted in cooperation with the Villars Institute and as part of the of the Villars Symposium. The Villars Institute will only process your personal data as necessary to allow you to attend the FPP Events and for the purposes explained herein. The Villard Institute will act as an independent data controller for this purpose. If you have any questions regarding the processing of your personal data by the Villars Institute you can consult their privacy policy or contact them at : info@villarsinstitute.org

  • When cooperating with our service providers: to deliver the FP Events and provide our registration and other services, we rely on a number of service providers. These organizations will process your personal data under our instructions and only as necessary to perform the tasks we delegated to them. These service providers are contractually bound to maintain the confidentiality and security of your personal data.

  • When covering and promoting the FPP Events: we may publish online and on social media pictures and videos of the FPP Events which may reveal your personal data.

4. Legitimate grounds

To process your personal, the FRF relies on the following grounds:

  • The necessity to perform its contractual obligations under the FPP Terms and to enable you to attend the FPP Events

  • Its legitimate interests to deliver the FPP Events and to provide you with the best possible experience as an attendee

  • Your consent, where legally required

6. Protection of your personal data

We maintain technical, physical, and administrative security measures designed to provide reasonable protection for your personal data against loss, misuse, unauthorized access, disclosure, and alteration, as required by applicable laws.

7. Data retention

We keep your personal data to enable your registration and attendance of the FPP Events, and for as long as it is required in order to fulfill the relevant purposes described in this Privacy Notice or as may be required by law taking into account relevant statute of limitations.

8. Minors

FPP Events Registration and attendance are limited to persons who are 18 years old above. If required by the laws applicable in your country of residence, please make sure that your parents or legal guardians approve this Privacy Notice before registering.

9. International data transfers: 

the FRF operates globally, and we will transfer your personal data to the persons and entities who help us organize the FPP Events and provide the services mentioned in this Privacy Notice where necessary for the purposes described in this Privacy Notice. These persons and entities may be located outside your home country and when sharing your personal data with them, we will take the measures that are required by law to ensure that your personal data continue to benefit from an adequate level of protection. When we transfer information outside the European Economic Area (EEA) or Switzerland we take additional measures, where required pursuant to data protection laws. These measures include relying on the European Commission and Swiss government’s adequacy decisions issued for certain countries, as applicable, for data transfers to countries outside the EEA. Additionally, in the absence of an adequacy decision we include the Standard Contractual Clauses approved by the European Commission and the Swiss data protection authority in our contracts with non-EEA third parties that receive information from us.

10. Your rights under data protection laws

You have the following rights under data protection laws:

  • Right to access: You have the right to request a copy of the personal data we hold about you. We will provide this information free of charge, within one month of receiving your request. If the request is complex, we may extend this period by an additional two months in accordance with applicable legislation.

  •  Right to rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it. We will make the necessary changes within one month of receiving your request.

  • Right to erasure ('right to be forgotten'): You can request the deletion of your personal data under certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected, or you have withdrawn your consent.

  • Right to restrict processing: You may ask us to restrict the processing of your personal data in certain situations, such as when you contest the accuracy of your data, or when the processing is unlawful.

  • Right to data portability : You have the right to receive your personal data that you have provided to us and that we process based on your consent or for the performance of a contract in a structured, commonly used, and machine-readable format, and to transmit this data to another controller.

  • Right to object: You can object to the processing of your personal data for direct marketing purposes at any time. You may also object to the processing of your data for purposes based on legitimate interests.

  • Right to withdraw your consent in situations where our processing of your personal data is based on your express consent.

  • Right to not be subject to automated decision-making, including profiling: You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you.

Please note that the exercise of some of these rights may be subject to exceptions or limitations, as permitted by applicable laws, in particular when we can demonstrate compelling reasons for the processing that override your interests, rights, and freedoms, or where such processing is necessary to comply with our legal obligations, for reasons of public interest, or for the establishment, exercise, or defense of legal claims.

11. How you can contact us

For all questions related to this Privacy Policy and to exercise your rights, you can contact us as data.protection@frontiersin.org.

12. How to lodge a complaint

The FRF is based in Switzerland and its activities are primarily governed by Swiss laws. To report any breach of Swiss legal requirements, you can contact the Swiss Federal Data Protection and Information Commissioner’s office at

Office of the Federal Data Protection and
Information Commissioner (FDPIC)
Feldeggweg 1
CH - 3003 Berne
Switzerland
edoeb.admin.ch