PRIVACY POLICY

1. Introduction

4WARD.earth GmbH ("4WARD," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, services, and community features, including:

• Our website and online platform (circle.so)
• Local and global community events (in-person and virtual)
• WhatsApp groups and messaging communities in 90+ cities
• Forums, discussion boards, and member directories
• Networking events, sector calls, and educational programmes

By accessing or using 4WARD's services, you agree to this Privacy Policy. If you do not agree, please do not use our services.

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2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when you:

• Register for an account or membership
• Complete your profile (name, email, location, organization, role, interests)
• Join WhatsApp groups or city communities
• Register for or attend events
• Participate in forums, calls, or discussions
• Submit feedback, surveys, or support requests
• Communicate with us or other members
• Apply for programmes, partnerships, or collaborations

This may include: name, email address, phone number, company/organization, job title, professional background, location (city/country), areas of expertise, sustainability interests, LinkedIn profile, and any content you post or share.

2.2 Information Collected Automatically

When you use our services, we automatically collect:

• Device information (IP address, browser type, operating system, device identifiers)
• Usage data (pages visited, features used, time spent, click patterns)
• Event attendance and RSVP data
• Community engagement metrics (posts, comments, connections made)
• Location data (city-level, derived from IP or provided voluntarily)
• Cookies and similar tracking technologies (see Section 9)

2.3 Information from Third Parties

We may receive information about you from:

• Social media platforms (if you connect your LinkedIn or other accounts)
• Event co-hosts or partners
• Other members who refer you or mention you in communications
• Public databases and directories (to enrich member profiles for networking purposes)
• WhatsApp (through group participation and messaging, subject to WhatsApp's own privacy policies)

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3. How We Use Your Information

We use your information for the following purposes:

3.1 Platform Operations

• Provide, operate, and maintain our services
• Create and manage your account and member profile
• Facilitate connections between members, startups, investors, corporates, and researchers
• Organize and manage events, sector calls, and community gatherings
• Enable participation in WhatsApp groups and city communities
• Process event registrations and RSVPs

3.2 Communication and Engagement

• Send you service-related announcements, updates, and notifications
• Notify you of events, programmes, opportunities, and community activities
• Facilitate introductions and networking connections
• Respond to your inquiries and support requests
• Send newsletters, community updates, and relevant content (you may opt out at any time)

3.3 Improvement and Analytics

• Analyze platform usage and engagement patterns
• Improve and develop new features and services
• Conduct research on climate and sustainability ecosystem trends
• Measure event success and community impact
• Generate aggregated, anonymized statistics and reports

3.4 Safety, Security, and Legal Compliance

• Detect, prevent, and address fraud, abuse, and security threats
• Enforce our Terms of Service and community guidelines
• Comply with legal obligations and governmental requests
• Protect our rights, property, and safety, and that of our users
• Resolve disputes and investigate complaints

3.5 Business Development

• Identify and facilitate partnerships, collaborations, and investment opportunities
• Support startups with investor and corporate connections
• Develop programmes and initiatives aligned with member interests
• Pursue grants and non-dilutive funding opportunities

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4. How We Share Your Information

We may share your information in the following circumstances:

4.1 Within the 4WARD Community

4WARD is a networking and collaboration platform. By joining, you acknowledge and consent to your profile information being visible to other members. This includes:

• Your name, organization, role, and location (city-level)
• Your areas of expertise and sustainability interests
• Content you post in forums, discussions, or community channels
• Your attendance at events (unless you opt out of public attendee lists)

You control the information in your profile and can adjust visibility settings where available.

4.2 With Service Providers

We engage third-party service providers to support our operations, including:

• Circle.so (platform hosting and community management)
• Email service providers (newsletters and communications)
• Event management and ticketing platforms
• WhatsApp (messaging and group communications)
• Analytics and data processing services
• Payment processors (if applicable)
• Cloud storage and hosting providers

These providers are contractually obligated to protect your information and use it only for the services they provide to us.

4.3 With Event Partners and Sponsors

When you register for events co-hosted with partners or sponsors, we may share relevant registration information (name, organization, email) with those partners. We will notify you at the time of registration if this applies.

4.4 For Business Transactions

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred to the successor entity. We will notify you of any such change and your options.

4.5 Legal Requirements and Safety

We may disclose your information if required to do so by law or if we believe in good faith that such disclosure is necessary to:

• Comply with legal obligations, court orders, or governmental requests
• Enforce our Terms of Service or other agreements
• Protect the rights, property, or safety of 4WARD, our users, or the public
• Detect, prevent, or investigate fraud, security breaches, or illegal activity

4.6 Aggregated and Anonymized Data

We may share aggregated, anonymized data that does not identify you personally (e.g., "500 climate professionals attended events in Zürich in Q4 2025"). This data may be used for research, reporting, grant applications, or business development.

4.7 With Your Consent

We may share your information for other purposes with your explicit consent.

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5. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account information: Retained while your account is active and for up to 3 years after account closure (unless you request deletion)
• Event and engagement data: Retained for up to 5 years for analytics and impact reporting
• WhatsApp communications: Subject to WhatsApp's retention policies; we do not store message content
• Legal and compliance records: Retained as required by Swiss law

You may request deletion of your personal data at any time (see Section 7).

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6. International Data Transfers

4WARD is based in Switzerland, but operates globally. Your information may be transferred to, stored, and processed in countries other than Switzerland, including the United States and European Union member states.

When we transfer personal data internationally, we ensure adequate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the Swiss Federal Data Protection and Information Commissioner (FDPIC)
• Adequacy decisions recognizing equivalent data protection standards
• Compliance with the EU-US Data Privacy Framework (where applicable)

By using our services, you consent to the transfer of your information as described in this policy.

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7. Your Rights and Choices

Under Swiss data protection law (the Federal Act on Data Protection, FADP) and, where applicable, the EU General Data Protection Regulation (GDPR), you have the following rights:

7.1 Access and Portability

You have the right to access your personal data and receive a copy in a structured, commonly used format. Contact us at privacy@4ward.earth to request your data.

7.2 Correction

You may update or correct your profile information at any time through your account settings. For information you cannot edit yourself, contact us.

7.3 Deletion

You may request deletion of your personal data. We will comply unless we have a legal obligation to retain it (e.g., for financial records, dispute resolution, or legal claims). Note that deletion may result in loss of access to certain services.

7.4 Restriction and Objection

You may request that we restrict processing of your data or object to certain uses (e.g., marketing communications). Use the unsubscribe link in emails or contact us directly.

7.5 Withdraw Consent

Where we process your data based on consent, you may withdraw consent at any time. This will not affect the lawfulness of processing before withdrawal.

7.6 Lodge a Complaint

You have the right to lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or, if you are in the EU/EEA, your local supervisory authority.

To exercise any of these rights, email privacy@4ward.earth with your request. We will respond within 30 days.

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8. Security

We implement reasonable technical and organizational measures to protect your information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security assessments and updates
• Employee training on data protection and confidentiality

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information. You are responsible for maintaining the confidentiality of your account credentials.

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9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyze platform usage. Cookies are small text files stored on your device.

9.1 Types of Cookies We Use

• Essential cookies: Required for platform functionality (login, account access)
• Analytics cookies: Help us understand how users interact with our services
• Functional cookies: Remember your preferences and settings
• Marketing cookies: Track engagement with communications (where permitted)

9.2 Your Cookie Choices

You can control cookies through your browser settings. Disabling certain cookies may limit your ability to use some features. We also use third-party analytics tools (e.g., Google Analytics) that may collect information about your online activities. You may opt out of these tools using browser extensions or opt-out mechanisms provided by the services.

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10. Third-Party Services and Links

Our platform may contain links to third-party websites, services, or applications (e.g., LinkedIn, partner platforms, external event registration sites). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

When you use third-party services integrated with 4WARD (e.g., WhatsApp groups, Circle.so platform), those services' privacy policies also apply. By joining a WhatsApp group, you are subject to WhatsApp's Terms of Service and Privacy Policy.

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11. Children's Privacy

4WARD's services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have collected such data, we will take steps to delete it promptly. If you believe we have inadvertently collected information from a child, contact us immediately.

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12. WhatsApp Groups and Messaging

4WARD facilitates WhatsApp groups for local community networking in 90+ cities. Important notes:

• WhatsApp groups are governed by WhatsApp's Terms of Service and Privacy Policy, in addition to this policy
• Your phone number will be visible to other group members (this is a WhatsApp platform requirement)
• Group administrators are 4WARD team members or trusted community volunteers
• We do not store message content; messages are subject to WhatsApp's retention policies
• We may collect group membership data and engagement metrics (e.g., number of members, activity levels)
• You may leave groups at any time; we are not responsible for content shared by other members

By joining a 4WARD WhatsApp group, you acknowledge these terms and consent to your phone number being visible to group members.

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13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or platform features. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending an email notification to registered members
• Displaying a prominent notice on our platform

Your continued use of our services after the effective date of changes constitutes acceptance of the updated policy. If you do not agree to changes, you should discontinue use and may request deletion of your account.

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14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

4WARD.earth GmbH
Email: privacy@4ward.earth
Address: Zürich, Switzerland

We will respond to your inquiry within 30 days.

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By using 4WARD's services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

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