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Data protection

In this privacy statement, we, Interfiducia AG (hereinafter referred to as Interfiducia, we or us), describe how we collect and process personal data. This data protection declaration is not an exhaustive description; other declarations relating to data protection may regulate specific matters. For the purposes of this privacy policy, personal data means all information that relates to an identified or identifiable person.

Responsible body and contact 

Responsible for the data processing we describe here is Interfiducia AG, unless otherwise stated in individual cases. Inquiries regarding data protection can be addressed to us by letter or e-mail, enclosing a copy of the user's ID or passport for identification purposes: Interfiducia AG, Schaffhauserstrasse 146, 8302 Kloten (Zurich Airport), Switzerland, Tel: +41 44 421 33 90, info@interfiducia.ch

Collection and processing of personal data

We process personal data in particular in the following constellations:

  • Customer data of customers for whom we provide or have provided services.

  • Personal data that we received indirectly from our customers when providing services.

  • When you visit our website

  • When using our newsletter

  • When attending one of our events

  • When we communicate or a visit takes place

  • For other contractual relationships, e.g. as a supplier, service provider or consultant

  • At Applications

  • If we are required to do so for legal or regulatory reasons

  • When we exercise our due diligence obligations or other legitimate interests, e.g. to avoid conflicts of interest, avoid money laundering or other risks, ensure data accuracy, check creditworthiness, ensure security or enforce our rights.

More detailed information can be found in the description of the respective categories of processing in section 5

Categories of personal data 

Which personal data we process depends on your relationship with us and the purpose for which we process it. In addition to your contact details, we also process other information about you or people who are in a relationship with you. Under certain circumstances, this information may also be particularly sensitive personal data.

We collect the following categories of personal data depending on the purpose for which we process it:
 

  • Contact information (e.g. last name, first name, address, telephone number, email)

  • Customer information (e.g. date of birth, nationality, marital status, occupation, title, job title, passport/ID number, AHV number)

  • Risk assessment data (e.g. creditworthiness information, commercial register data)

  • Financial information (e.g. data on bank details)

  • Mandate data, depending on the order (e.g. tax information, statutes, protocols, projects, contracts, employee data (e.g. wages, social security), accounting data, beneficial owners, ownership structure)

  • Website data (e.g. IP address, device information (UDI), browser information, website usage (analysis and use of plugins, etc.)

  • Application data (e.g. CV, job references)

  • Marketing information (e.g. newsletter registration)

  • Security and network data (e.g. visitor lists, access controls, network and mail scanners, telephone call lists)

 

To the extent permitted, we also obtain certain data from publicly accessible sources (e.g. debt collection registers, land registers, commercial registers, press, internet) or receive such data from our clients and their employees, from authorities, (arbitration) courts and other third parties. In addition to the data about you that you give us directly, the categories of personal data that we receive about you from third parties include, in particular, information from public registers, information that we learn in connection with official and judicial proceedings, information in connection with their professional functions and activities (so that we can, for example, conclude and process transactions with your employer with your help), information about you in correspondence and meetings with third parties, credit reports, information about you that people in your environment (family, advisors, legal representatives, etc.) so that we can conclude or process contracts with you or with your involvement (e.g. references, your address for deliveries, powers of attorney), information on compliance with legal requirements such as anti-money laundering and export restrictions, information from banks, insurance companies, sales and distribution companies. and other contractual partners of ours for the use or provision of services by you (e.g. Payments made, purchases made), information from the media and the Internet about you (if this is indicated in the specific case, e.g. as part of an application, etc.), your addresses and, if applicable, interests and other socio-demographic data (for marketing), data in Connection with the use of the website (e.g. IP address, MAC address of the smartphone or computer, information about your device and settings, cookies, date and time of visit, pages and content accessed, functions used, referring website, location information).

Purposes of data processing and legal basis

Provision of services

We primarily process the personal data that we receive from these and other people involved as part of our client relationships with our customers and other contractual relationships with business partners.

The personal data of our customers includes in particular the following information:

  • Contact information (e.g. last name, first name, address, telephone number, email, other contact information)

  • Personal information (e.g. date of birth, nationality, marital status, occupation, title, job title, passport/ID number, AHV number, family circumstances, etc.)

  • Risk assessment data (e.g. creditworthiness information, commercial register data, sanctions lists, specialized databases, data from the Internet)

  • Financial information (e.g. data on bank details, investments or shareholdings)

  • Mandate data, depending on the order, e.g. tax information, statutes, protocols, employee data (e.g. wages, social security), accounting data, etc.

  • Particularly sensitive personal data: This personal data may also include particularly sensitive personal data, such as data on health, religious views or social assistance measures, especially if we provide services in the areas of wage processing or accounting.

 

We process this personal data for the purposes described based on the following legal bases:

  • Conclusion or execution of a contract with the data subject or for the benefit of the data subject, including contract initiation and possible enforcement (e.g. advice, trust)

  • To comply with a legal obligation (for example, if we are required to disclose information)

  • Safeguarding legitimate interests (e.g. for administrative purposes, to improve our quality, to ensure safety, to manage risk, to enforce our rights, to defend ourselves against claims or to check possible conflicts of interest)

  • Consent (e.g. to send you marketing information).
     

Indirect data processing from service provision

When we provide services to our customers, it may happen that we also process personal data that we have not collected directly from the data subjects or personal data from third parties. These third parties are usually employees, contact persons, family members or people who have a relationship with the customers or the data subjects for other reasons. We need this personal data to fulfill contracts with our customers. We receive this personal data from our customers or from third parties commissioned by our customers. Third parties whose information we process for this purpose will be informed by our customers that we are processing their data. Our customers can refer to this data protection declaration.

 

The personal data of people who have a relationship with our customers includes, in particular, the following information:

  • Contact information (e.g. last name, first name, address, telephone number, email, other contact information, marketing data)

  • Personal information (e.g. date of birth, nationality, marital status, occupation, title, job title, passport/ID number, AHV number, family circumstances, etc.)

  • Financial information (e.g. data on bank details, investments or shareholdings)

  • Mandate data, depending on the order, e.g. tax information, statutes, protocols, employee data (e.g. wages, social security), accounting data

  • Particularly sensitive personal data: This personal data may also include particularly sensitive personal data, such as data on health, religious views or social assistance measures, especially if we provide services in the areas of wage processing or accounting.

We process this personal data for the purposes described based on the following legal bases:

  • Conclusion or execution of a contract with the data subject or for the benefit of the data subject (e.g. when we carry out our contractual obligations)

  • To comply with a legal obligation (for example, if we are required to disclose information)

  • Safeguarding legitimate interests, in particular our interest in providing optimal service to our customers.

Use of our website

No personal data need to be disclosed in order to use our website. However, the server collects a number of user information with each call, which are temporarily stored in the log files of the server. 

When using this general information, no assignment to a specific person takes place. The collection of this information or data is technically necessary to display our website and to ensure its stability and security. This information is also collected to improve the website and analyze its use. 

 

In particular, this involves the following information: 

 

  • Contact information (e.g. surname, first name, address, telephone number, e-mail).

  • Other information that you transmit to us via the website

  • Technical information automatically transmitted to us or our service providers, information on user behavior or website settings (e.g. IP address, UDI, device type, browser, number of clicks on the page, opening of the newsletter, click on links, etc.). 

 

We process this personal data for the described purposes based on the following legal grounds:

 

  • Safeguarding legitimate interests, (e.g. for administrative purposes, to improve our quality, analyze data or publicize our services).

  • Consent (e.g. to the use of cookies or the newsletter).

Newsletter usage

Insofar as you subscribe to our newsletter, we use your e-mail address and other contact data to send you the newsletter. You can subscribe to our newsletter with your consent. Mandatory data for sending the newsletter are your full name and your e-mail address, which we store after your registration. The legal basis for the processing of your data in connection with our newsletter is your consent to the sending of the newsletter. You can revoke this at any time and unsubscribe from the newsletter.

Direct communication and visits

If you contact us (e.g. via telephone or e-mail) or if we contact you, we process the personal data required for this purpose. We also process this personal data when you visit us. In this case, you may be required to leave your contact details prior to your visit or at reception. We keep these for a certain period of time to protect our infrastructure and information.

We use the "Microsoft Teams" or "Zoom" service to conduct conference calls, online meetings, video conferences and/or webinars ("Online Meetings").

 

In particular, we process the following information:

 

  • Contact information (e.g., last name, first name, address, phone number, email).

  • Boundary data for communication (e.g. IP address, duration of communication, communication channel)

  • Recordings of conversations, e.g. during video conferences

  • Other information uploaded, provided or created by the user during the use of the video conferencing service, as well as metadata used for the maintenance of the service provided Additional information about the processing of personal data by "Microsoft Teams" or "Zoom" can be found in their privacy statements.

  • Personal information (e.g., occupation, position, title, employer company).

  • Time and reason for visit.

 

We process this personal data for the purposes described based on the following legal bases:

 

  • Fulfillment of a contractual obligation with the data subject or for the benefit of the data subject, including contract initiation and possible enforcement (provision of a service).

  • Safeguarding legitimate interests (e.g. security, traceability and processing and administration of customer relationships).

Applications

You can submit your application for a position with us by mail or via the e-mail address provided on our website. The application dossier and all personal data disclosed to us with it will be treated in strict confidence, will not be disclosed to any third party and will only be processed for the purpose of handling your application for employment with us. Without your consent to the contrary, your application file will either be returned to you or deleted/destroyed after the application process has been completed, unless it is subject to a legal obligation to retain it. The legal basis for processing your data is your consent, the fulfillment of the contract with you and our legitimate interests.

 

We process the following information in particular:

 

  • Contact information (e.g. surname, first name, address, telephone number, e-mail).

  • Personal information (e.g. profession, function, title, employer company)

  • Application documents (e.g. letter of motivation, certificates, diplomas, curriculum vitae)

  • Assessment information (e.g. assessment by personnel consultant, reference information, assessments)

 

We process this personal data for the purposes described based on the following legal bases:

 

  • Safeguarding legitimate interests (e.g. hiring new employees).

  • Consent

Suppliers, service providers, other contractual partners

When we enter into a contract with you to provide a service to you, we process personal data about you or your employees. We need this data to communicate with you and to use your services. We may also process this personal data in order to check whether there might be a conflict of interest in connection with our activities and to ensure that we do not enter into any unwanted risks, e.g. with regard to money laundering or sanctions, when working with you.

 

We process the following information in particular:

 

  • Contact information (e.g. surname, first name, address, telephone number, email).

  • Personal information (e.g. profession, function, title, employer company).

  • Financial information (e.g. data on bank details).

 

We process this personal data for the purposes described based on the following legal bases:

 

  • Conclusion or execution of a contract with the data subject or for the benefit of the data subject, including contract initiation and possible enforcement.

  • Safeguarding legitimate interests, (e.g. avoidance of conflicts of interest, protection of the company, enforcement of legal claims).

Tracking technologies

We use cookies on our website. These are small files that your browser automatically creates and that are stored on your terminal device (laptop, tablet, smartphone or similar) when you visit our site.

 

In the cookie, information is stored that arises in each case in connection with the specific end device used. This does not mean, however, that we thereby gain direct knowledge of your identity. The use of cookies serves on the one hand to make the use of our offer more pleasant for you. For example, we use so-called session cookies to recognize that you have already visited individual pages of our website. These are automatically deleted after you leave our site.

 

In addition, we also use temporary cookies to optimize user-friendliness, which are stored on your terminal device for a certain fixed period of time. If you visit our site again to use our services, it is automatically recognized that you have already been to our site and which entries and settings you have made so that you do not have to enter them again. On the other hand, we use cookies to statistically record the use of our website and to evaluate it for the purpose of optimizing our offer for you. These cookies enable us to automatically recognize that you have already been to our site when you visit it again. These cookies are automatically deleted after a defined period of time.

 

The data processed by cookies are necessary for the purposes mentioned. Most browsers accept cookies automatically. However, you can configure your browser so that no cookies are stored on your computer or a message always appears before a new cookie is created. However, the complete deactivation of cookies may mean that you cannot use all the functions of our website.

Web and newsletter analysis 

In order to obtain information about the use of our website and to improve our internet offer, we use Google Analytics and related web analysis tools and re-targeting technologies.

 

These tools are provided by third-party providers. As a rule, the information collected for this purpose about the use of a website is transmitted to the third-party provider's server through the use of cookies or similar technologies. Depending on the third-party provider, these servers may be located abroad.

 

The transmission of the data usually takes place with shortening of the IP addresses, which prevents the identification of individual end devices. A transmission of this information by third-party providers only takes place due to legal regulations or in the context of order data processing.

Google Analytics

We use Google Analytics, the web analytics service of Google LLC, Mountain View, California, USA, responsible for Europe is Google Limited Ireland ("Google") on our websites. To deactivate Google Analytiscs, Google provides a browser plug-in at https://tools.google.com/dlpage/gaoptout?hl=de. Google Analytics uses cookies. These are small text files that make it possible to store specific information related to the user on the user's terminal device. These enable an analysis of the use of our website offer by Google. The information collected by the cookie about the use of our pages (including your IP address) is usually transmitted to a Google server in the USA and stored there. We point out that on this website Google Analytics has been extended by the code "gat._anonymizeIp();" to ensure anonymized collection of IP addresses (so-called IP masking). If anonymization is active, Google truncates IP addresses within member states of the European Union or in other contracting states to the Agreement on the European Economic Area, which is why no conclusions can be drawn about your identity. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there. Google may associate your IP address with other data held by Google. For data transfers to the USA, Google has undertaken to sign and comply with the EU standard contractual clauses.

Google Maps

On our website we use Google Maps (API) from Google Inc. (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; responsible for Europe is Google Limited Ireland, "Google"). Google Maps is a web service for displaying interactive (land) maps in order to visually present geographical information. By using this service, our location is displayed to you and a possible approach is facilitated. Already when calling up those sub-pages in which the map of Google Maps is integrated, information about your use of our website (such as your IP address) is transmitted to Google servers in the USA and stored there. This occurs regardless of whether Google provides a user account through which you are logged in or whether no user account exists. If you are logged in to Google, your data will be directly assigned to your account. If you do not want the assignment with your profile at Google, you must log out before activating the button. Google stores your data (even for users who are not logged in) as usage profiles and evaluates them.

 

For data transfers to the USA, Google has undertaken to sign and comply with the EU standard contractual clauses.

Data sharing, data transmission and data retention

We will only disclose your data to third parties if this is necessary to provide our service, if these third parties provide a service for us, if we are required to do so by law or by the authorities, or if we have an overriding interest in disclosing the personal data. We will also pass on personal data to third parties if you have given your consent to this or have requested us to do so.

 

Not all personal data is transmitted in encrypted form as standard. However, our employees are required to transmit sensitive data such as tax data, accounting data, payroll administration data, pay slips and salary statements in encrypted form. For this purpose, we use the FileDrop service of our IT partner ServerBase AG (Kasernenstrasse 1, 8184 Bachenbülach).

 

The following categories of recipients may receive personal data from us: 

Service providers (e.g. IT service providers, hosting providers, suppliers, consultants, lawyers, insurance companies).

Third parties within the scope of our legal or contractual obligations, authorities, state institutions, courts.

 

For data storage, we use the cloud-based Windows desktop solution SwissDesk from our IT partner ServerBase AG. The applications and data are located in ServerBase AG data centers in Switzerland, which we access via an Internet connection. Access is protected by two-factor authentication. This allows us to ensure that all data hosted on our behalf is located on servers in Switzerland and protected to the highest standards.

 

We conclude contracts with service providers who process personal data on our behalf, obliging them to ensure data protection. The majority of our service providers are located in Switzerland or in the EU / EEA. Certain personal data may also be transferred to the USA (e.g. Google Analytics data) or, in exceptional cases, to other countries worldwide. If data transfer to other countries that do not have an adequate level of data protection is necessary, this will be done on the basis of the EU standard contractual clauses (e.g. in the case of Google) or other appropriate instruments).

Duration of retention of personal data

We process and store your personal data as long as it is necessary for the fulfillment of our contractual and legal obligations or otherwise the purposes pursued with the processing, i.e., for example, for the duration of the entire business relationship (from the initiation, processing to the termination of a contract) and beyond that in accordance with the statutory retention and documentation obligations. In this context, it is possible that personal data will be retained for the time during which claims can be asserted against our company (i.e. in particular during the statutory limitation period) and to the extent that we are otherwise legally obliged to do so or legitimate business interests require this (e.g. for evidence and documentation purposes). As soon as your personal data is no longer required for the above-mentioned purposes, it will be deleted or anonymized as a matter of principle and as far as possible. For operational data (e.g. system logs, logs), shorter retention periods of twelve months or less apply in principle.

Data security

We take appropriate technical and organizational security measures to protect your personal data from unauthorized access and misuse, such as issuing instructions, training, IT and network security solutions, access controls and restrictions, encryption of data carriers and transmissions, pseudonymization and controls.

Obligation to provide personal data

In the context of our business relationship, you must provide those personal data that are necessary for the establishment and implementation of a business relationship and the fulfillment of the associated contractual obligations (you generally do not have a legal obligation to provide us with data). Without this data, we will not be able to enter into or perform a contract with you (or the entity or person you represent). Also, the website cannot be used if certain traffic-securing information (such as IP address) is not disclosed.

Your rights

You have the following rights in connection with our processing of personal data:

 

  • Right to information about personal data stored by us about you, the purpose of processing, the origin and about recipients or categories of recipients to whom personal data is disclosed.

  • Right to rectification if your data is incorrect or incomplete.

  • Right to restrict the processing of your personal data

  • Right to request the deletion of the processed personal data

  • Right to data portability

  • Right to object to data processing or to withdraw consent to the processing of personal data at any time without giving reasons.

  • Right to complain to a competent supervisory authority, if provided for by law.

 

To exercise these rights, contact us at the address provided in Section 1.

Please note, however, that we reserve the right to assert the restrictions provided for by law on our part, for example if we are obliged to retain or process certain data, have an overriding interest in doing so (insofar as we are entitled to rely on this) or require it for the assertion of claims. If costs are incurred by you, we will inform you in advance.

Changes to the privacy policy

We expressly reserve the right to change this data protection declaration at any time.
Last changed: July 2023

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