Imprint and legal notices

Under the name Round Table International Half-Year Meeting 2027 (RTI HYM 2027), an association exists in accordance with Art. 60 ff. of the Swiss Civil Code (ZGB).

Office
c/o Kenneth Staub
Niedermatt 23B
6424 Lauerz
Switzerland

Seat of the association: Winterthur, Switzerland

Authorised representatives

Convenors
Kenneth Staub, RT19 Kreuzlingen
Mirco Miller, RT19 Kreuzlingen

The association is represented collectively by two members of the Executive Board.

Contact

Email: convenor@rtihym2027.ch
Website: www.rtihym2027.ch
Telephone: +41 79 793 00 27

Disclaimer

The content of our website has been compiled with the utmost care. However, we cannot guarantee that the content is accurate, complete or up to date.

Liability for links

References and links to third-party websites are outside our area of responsibility. We accept no responsibility for such websites.

Copyright

The copyrights to the content of this website belong to the RTI HYM 2027 association or the respective rights holders.

1. Who we are (the controller)

The controller responsible for processing your personal data is:

Round Table International Half-Year Meeting 2027
c/o Kenneth Staub
Niedermatt 23B
6424 Lauer
Switzerland

convenor@rtihym2027.ch
+41 79 793 0027

For any question about this policy or to exercise your rights, contact us at the address above.

2. Scope

This policy explains what personal data we collect through rtihym2027.ch and our event-management system when you visit the site, create an event account, buy tickets, register attendees, request a letter of invitation, add a ticket to a mobile wallet, or otherwise take part in the RTI Half-Year Meeting 2027 (the “Event”).

Participation rules and travel/visa responsibilities are set out separately in our Terms of Participation; where those overlap with data processing, this policy governs how the data is handled.

3. Website visit data (server logs)

When you visit the website, our hosting provider automatically processes technical data for the secure and reliable operation of the site:

• IP address
• Browser type and version, operating system
• Date and time of access, pages and files requested
• Referring page

Purpose: technical provision, stability and security of the website (e.g. detecting and preventing attacks). Legal basis:our legitimate interest in a secure website (GDPR Art. 6(1)(f); revFADP). Retention: these logs are kept for 365 days after the event and then deleted or anonymised.

Hosting is provided by Metanet AG, Switzerland acting as our processor.

4. Cookies and similar technologies

We use cookies and comparable technologies (browser local and session storage). They fall into the categories below. Strictly-necessary items are always active; you can accept or decline the others through our cookie banner and change your choice at any time.

a) Strictly necessary (no consent required). Needed for the website and shop to function:

• WooCommerce shopping-cart and session storage (e.g. wc_cart_hash, wc_fragments, woocommerce_cart_hash, woocommerce_items_in_cart,wp_woocommerce_session_*).
• WordPress login/session and preference cookies for signed-in members (e.g. wordpress_logged_in_*, wp-settings-*).
• A cookie that remembers your cookie-consent choice.

b) Marketing / attribution (consent required).

• WooCommerce Order Attribution (first-party sbjs_*cookies, set via the Sourcebuster script) records how you reached the site — e.g. referring page or campaign — so that orders can be attributed to a source.

c) Push notifications (consent required).

• WonderPush — if you opt in to web/browser push notifications, WonderPush (operated by WonderPush SAS, France) stores an identifier and a push subscription on your device to deliver those notifications. You can withdraw at any time in your browser’s notification settings.

Third-party connections. Emoji images may be loaded from WordPress.org (s.w.org, Automattic Inc., USA), which receives your IP address when they are requested. Our pages include a “preconnect” hint to Google Fonts, but the fonts are in fact served from our own server, so no font data is requested from Google.

Your choices. On your first visit a cookie banner lets you accept or decline the non-essential (marketing/attribution and push) categories, and you can re-open it at any time to change your settings. Strictly-necessary cookies cannot be switched off as the site would not work without them. You can also control or delete cookies in your browser settings.

5. Event account and member profile

To manage your participation you must create an event account. We process:

• Name and email address
• Username and (for locally-created accounts) an encrypted password
• Club / family organisation affiliation and, optionally, your function/role
• Billing address and telephone number
• Your ticket and order history

Sign-in with .WORLD (single sign-on). You may create and access your account using your RTI or Family “.WORLD” account. If you do, we receive from the .WORLD platform your name, email address, .WORLD ID, club and family organisation, and (where available) your address, and we keep these details in sync with your .WORLD profile. .WORLD is operated by **Round Table International / Club 41 International / Ladies’s Circle International / Tangent Club International / Agora Club International **; their processing of your data is governed by their own privacy policies.

Purposes: creating and administering your account, letting you manage your tickets and those of the people travelling with you. Legal basis: performance of a contract and steps taken at your request (GDPR Art. 6(1)(b)); for SSO, your choice to use that login.

6. Ticket purchase and registration

When you buy tickets and register attendees, we process for each ticket holder:

• Surname and first name
• Club / family organisation affiliation
• Telephone number
• Dietary information (see Section 7)
• Ticket type and status, tour selections (pre-tours / day tours), and check-in status
• For the purchaser: billing name, address, email and telephone

Purposes: processing your order, event organisation and administration, producing participant lists and name badges, managing tours, and checking participants in at the Event. Legal basis: performance of the ticket contract (GDPR Art. 6(1)(b)) and our legitimate interest in running the Event.

You may register and manage tickets for other people travelling with you (companions and family members). You are responsible for ensuring you may share their data with us for this purpose and for informing them of this policy.

7. Dietary requirements and allergies (health data)

When registering an attendee you can provide dietary preferences and, where relevant, specific allergies. Allergy and certain dietary information can reveal details about a person’s health and is therefore treated as sensitive / special-category personal data.

Purpose: catering and the safety of participants at Event functions. Legal basis: your explicit consent (GDPR Art. 9(2)(a); revFADP Art. 6), given by choosing to provide this information. Recipients: shared only with the caterer / venue as strictly necessary to accommodate the requirement.Retention: deleted within 2 weeks of the Event. You may leave these fields blank and can amend or remove them in your account at any time.

8. Emergency contact

You may store up to two emergency contacts (name, relationship to you, email and telephone number). This is data about another person.

Purpose: so that organisers or medical personnel can reach someone on your behalf in an emergency during the Event. Legal basis: our legitimate interest (and yours) in participant safety (GDPR Art. 6(1)(f)); providing the data is optional. Your responsibility: please make sure the person named has agreed to be listed and is aware their details are held for this purpose. Retention: deleted within 2 weeks of the Event.

9. Letters of invitation (visa support) — passport and identity data

If you require a visa for Switzerland, you can request a letter of invitation through your account. To produce it we collect and process, for the named traveller:

• Date of birth and nationality
• Passport / identity document number
• Residential address
• Planned arrival and departure dates
• Contact email and telephone

A letter can also be requested for an accompanying young child.

Purpose: to prepare and issue the letter of invitation supporting a visa application. The letter confirms registration and planned participation only; it does not guarantee that a visa will be granted. Legal basis: performance of a contract / steps at your request (GDPR Art. 6(1)(b)); where an identity-document number is treated as sensitive under applicable law, your explicit consent.

Security and retention: this data and the generated PDF are stored encrypted (AES-256). If you cancel or the ticket is refunded, the letter and the associated identity data are permanently deleted. Otherwise they are deleted within 12 months after the Event.

10. Children and minors

You can register accompanying children (e.g. “Future Tablers / Future Circlers”) and, for a young child, request a letter of invitation. For a minor we process their name and date of birth, and (for a letter) the data in Section 9.

All data about a minor is provided and managed by the parent or legal guardian, who is responsible for that data and provides any required consent on the child’s behalf. Legal basis: contract / the guardian’s consent.

11. Mobile ticket wallets (Apple Wallet & Google Wallet)

You may optionally add your ticket to Apple Wallet or Google Wallet. If you do:

• We generate a mobile pass containing the holder’s name, club/family, ticket type and status, tour information and a check-in code (QR).
• This pass data is transmitted to Apple Inc. and/or Google LLC to create and display the pass on your device.
• Your device is registered so that we can push updates to the pass (for example when a ticket status changes or a tour is added or removed); for this we store a device push token/identifier supplied by Apple/Google.

Purpose: to provide and keep your mobile ticket up to date. Legal basis: performance of the ticket contract and your choice to use the wallet feature (GDPR Art. 6(1)(b)/(a)). Recipients / international transfer: Apple Inc. and Google LLC (United States) act as recipients/processors; transfers are covered by the EU–US Data Privacy Framework. Adding a pass is entirely optional; if you do not add one, no data is sent to Apple or Google.

12. Check-in

At the Event, tickets are validated using the code on your (digital or printed) ticket. We record the check-in status and time for admission control and participant lists. Legal basis:performance of the contract and legitimate interest in event administration.

13. Payments

Payments are handled by external payment service providers. The data needed to process a payment is transmitted to and processed by the relevant provider under its own privacy policy. We do not store full card details. Provider(s): Sumup and Twint. Legal basis: performance of the contract; compliance with accounting/tax obligations for the resulting records.

14. Communications

We may send you organisational information about the Event by email and via messaging services such as WhatsApp, where you have opted in. Legal basis:performance of the contract (service messages) / your consent (any non-essential updates). You can object to non-essential messages at any time.

15. Who we share data with

We disclose personal data only:

• to processors acting on our instructions: our hosting provider, the payment provider(s), Apple and Google (wallet passes), the caterer/venue (dietary needs), and email/messaging provider;
• to the relevant participating associations — including their Boards and International Relations Officers (I.R.O.s) — the fact of your attendance, for administrative and organisational purposes;
• where required by law or to protect our rights; and
• where you have given consent.

We do not sell your personal data.

16. International transfers

Some recipients (notably Apple and Google for wallet passes, and possibly email/messaging provider are located in the United States or other countries outside Switzerland/the EEA. Where we transfer data there, we rely on [an adequacy decision / the EU–US Data Privacy Framework / EU Standard Contractual Clauses and the Swiss addendum], and appropriate safeguards are in place. You may request a copy of the relevant safeguards from us.

17. How long we keep your data

We keep personal data only as long as necessary for the purposes above:

• Account, ticket and order data: for the duration of your account and until 12 months after the Event, then deleted or anonymised (records required for accounting/tax are kept for the statutory period of 10 years).
• Dietary/allergy and emergency-contact data: deleted within 2 weeks after the Event.
• Visa-letter identity data: deleted on ticket cancellation/refund, otherwise within 12 months after the Event.
• Server logs: within 1 year after the Event.

18. How we protect your data

We use appropriate technical and organisational measures, including encryption in transit (HTTPS), encryption at rest for sensitive visa/identity data (AES-256), access controls limiting staff access to what is necessary, and secure storage of credentials. No system is completely secure, but we work to protect your data against loss, misuse and unauthorised access.

19. Your rights

Subject to the conditions in applicable law, you have the right to:

• access the personal data we hold about you and receive a copy;
• request rectification of inaccurate data (you can edit much of it yourself in your account);
• request erasure (“right to be forgotten”);
• request restriction of, or object to, processing;
• data portability (receive certain data in a structured, machine-readable format);
• withdraw consent at any time, without affecting processing already carried out (e.g. remove dietary/allergy data, or cancel a ticket to delete its invitation letter); and
• lodge a complaint with a supervisory authority — in Switzerland the Federal Data Protection and Information Commissioner (FDPIC), or your local EU/EEA data-protection authority.

To exercise any right, contact us using the details in Section 1. We may need to verify your identity before responding.

20. Changes to this policy

We may update this policy to reflect changes to our services or legal requirements. The current version is always available at rtihym2027.ch/legal/, with the “Last updated” date shown above.

1. Organiser

Round Table International Half-Year Meeting 2027 (RTI HYM 2027)
Office
c/o Kenneth Staub
Niedermatt 23B 
6424 Lauerz 
Switzerland 
Seat of the association: Winterthur, Switzerland

2. Conclusion of contract

Upon completion of the order process and payment for a ticket, a binding contract is concluded between the purchaser and the organiser.

3. Ticket prices and payment

Tickets are only considered valid once payment has been received in full.

4. Personalisation of tickets

Tickets are personalised and may be checked at check-in.

5. Refunds and ticket transfers

Up to 40 days before the start of the event: refunds or transfers are possible. 39 to 11 days before the start of the event: only transfers are possible. 10 days or less before the start of the event: no refunds or transfers are possible. Transfers must be made in the official registration system.

6. Resale of tickets

Resale is permitted provided that the ticket is correctly transferred to the new participant in the system.

7. Programme changes

The organiser reserves the right to make changes to the programme.

8. Cancellation or postponement

In the event of cancellation, ticket prices will be refunded. Further claims, in particular for travel or accommodation costs, are excluded.

9. Force majeure

The organiser is not liable for cancellations due to events beyond its control, such as natural disasters, pandemics or official orders.

10. Liability

The organiser is only liable in cases of intent or gross negligence.

11. House rules

Participants may be excluded from the event in the event of serious violations.

12. Additional services and social events

Additional programme items may require separate tickets.

13. Hotel bookings

Hotel bookings are made directly between the participant and the hotel.

14. Conduct of participants

All participants undertake to behave respectfully in accordance with the Code of Conduct.

15. Data protection

The website’s privacy policy applies.

16. Applicable law

Swiss law applies. The place of jurisdiction is Winterthur, Switzerland.

1. Purpose of the policy

This Event Liability & Safety Policy sets out basic safety and liability regulations for participants of the Round Table International Half-Year Meeting 2027 (RTI HYM 2027).

It serves to protect participants and the event organisation and supplements the applicable General Terms and Conditions (GTC) and the Code of Conduct for the event.

2. Participation at your own risk

Participation in the event and all associated programme items is fundamentally at the participants’ own risk. The organiser accepts no liability for:

• personal belongings
• loss or theft of property
• damages caused by the attendees own behaviour or by third parties Participants are responsible for ensuring that they have adequate insurance (e.g. accident, travel or liability insurance).

3. Health and personal responsibility

By registering, participants confirm that they are in good health and able to participate in the event and the programme items on offer. When participating in activities as part of the supporting programme, participants are obliged to:

• take their own health restrictions into account
• follow the instructions of organisers, guides or security personnel
• behave responsibly The organiser does not provide medical care except within the scope of normal emergency measures.

4. Alcohol and responsible consumption

Alcoholic beverages may be offered during the event. Participants undertake to consume alcohol responsibly. The organiser reserves the right to:

• refuse to serve alcohol to intoxicated persons
• exclude participants from programme items in the event of inappropriate behaviour
• take safety-related measures Participants are responsible for their own behaviour under the influence of alcohol.

5. Safety during the event

Participants undertake to: Follow the organiser’s safety instructions Respect marked safety areas Follow the instructions of organisers or security personnel in an emergency The organiser may take measures at any time to ensure the safety of the event.

6. Activities and supporting programmes

Some programme items or social events may include activities that involve a certain degree of risk (e.g. outdoor activities, excursions or sports programmes). Participants take part in such activities voluntarily and at their own risk. The organiser is not liable for risks arising from participation in such activities, to the extent permitted by law.

7. Personal belongings

Participants are responsible for their own personal belongings. The organiser accepts no liability for:

• lost items
• theft
• damage to property

8. Emergencies

In the event of a medical or safety-related emergency, participants are obliged to:

• immediately inform the event staff
• follow the instructions of the security or rescue services In an emergency, the organiser may take appropriate measures to ensure the safety of participants.

9. Limitation of liability

To the extent permitted by law, the organiser shall only be liable for damages caused by intentional or grossly negligent behaviour. Any further liability, in particular for indirect or consequential damages, is excluded.

10. Acceptance of the policy

By registering for the Round Table International Half-Year Meeting 2027 (RTI HYM 2027), participants accept this Event Liability & Safety Policy.

1. Photo and video recordings

During the Round Table International Half-Year Meeting 2027 (RTI HYM 2027), photo, video and audio recordings may be made. These recordings may be made during the event by:

• the organiser
• official photographers or videographers
• media representatives
• members of the Round Table Family organisations.

2. Use of recordings

The recordings may be used for the following purposes:

• Documentation of the event
• Publication on event websites
• Social media posts
• Internal communication within Round Table
• Press and public relations
• Future event promotion The recordings may be used both online and in print media.

3. Consent through participation

By participating in RTI HYM 2027, participants agree that recordings in which they may be recognisable may be used for the above-mentioned purposes. No separate remuneration will be paid.

4. Objection

Participants who do not wish to be photographed or filmed may contact the event organisers at any time. The organiser will take appropriate measures to accommodate these requests as far as possible.

“Always be aware that if you wear the rondel, you carry the good repute of Round Table in all your actions, for the Movement is judged by those who recognise you as a member. We are all proud to wear the Rondel, make sure the Rondel is proud of you, since a Tabler is a gentleman first.”

In line with the fundamental principle above, the key points below are intended as a reminder of how every Tabler should conduct themselves at a Round Table event:

• Don’t bully, be offensive or threatening to anybody, neither with actions nor words.
• Offer help if you see someone in difficulty, or make sure they get help they need.
• “No” means “No”
• Treat others as you would like to be treated.
• Be respectful of the culture of the hosting association.
• End unacceptable behaviour if you witness it and speak up.
• Apologize if you make a mistake – nobody is perfect.
• Consider if your raid is in good faith, the spirit of friendship and the guidelines.
• Uphold the local laws and regulations.
• No discrimination based on sex, race or religion are tolerated.
• Tablers enjoy fun and jokes, but never at the expense of others.

In short: DON’T BE A CUNT!

1. Travel arrangements

Participants are responsible for:

• Travelling to the event
• Accommodation
• Travel insurance
• Required travel documents The organiser will provide information to assist with travel planning, but accepts no responsibility for individual travel arrangements.

2. Entry into Switzerland

Participants are responsible for ensuring that they have:

• a valid passport or identity card
• a valid visa, if applicable
• any other necessary entry documents. Information on entry requirements can be obtained from the relevant Swiss authorities or embassies.

3. Participants requiring a visa

Participants who require a visa to enter Switzerland must apply for this themselves. The organiser has no influence on:

• Decisions made by embassies or consulates
• Processing times for visa applications
• Entry decisions made by border authorities

4. Letter of invitation

Upon request, the organiser can issue a letter of invitation to support a visa application. Such a letter merely confirms:

• registration for the event
• planned participation It does not guarantee that a visa will be issued.

Letters of invitation are usually only issued for registered and paid participants.

5. Refunds in the event of visa problems

If a participant is unable to attend the event due to:

• visa refusal
• delay in the visa process
• refusal of entry

the refund regulations in accordance with the ticket terms and conditions apply. The organiser accepts no liability for any costs incurred as a result, in particular:

• flight costs
• hotel costs
• other travel costs

1. General safety

The safety of all participants is the organiser’s top priority. Participants are requested to:

• Follow the safety instructions of the event staff
• Note the emergency exits and escape routes
• Remain calm in an emergency and follow the instructions of the staff

2. Emergency contacts

The following emergency numbers apply in Switzerland:

• General emergency number: 112
• Police: 117
• Ambulance: 144
• Fire brigade: 118

3. Medical emergencies

In the event of a medical emergency, participants should:

• Inform the event staff immediately
• Call the emergency number if necessary
• Follow the instructions of the emergency services

The organiser can arrange medical assistance if necessary.

4. Personal safety

Participants are requested to:

• not leave personal belongings unattended
• keep valuables safe
• report suspicious situations to event staff

5. Evacuation

In the event of an evacuation, all participants must:

• follow the signposted escape routes
• go to the assembly points
• follow the instructions of security personnel