The following Privacy Policy applies to the use of our website, our services and our other contracts. This Privacy Policy informs you, as a contractual partner, employee or visitor to our website (hereinafter referred to as “you”), about the collection of personal data when using our website and our contractual services. By using this website, you agree to the processing of your personal data in accordance with this Privacy Policy.
Contact details
Your data is processed by us. The contact person (jointly responsible person) for questions regarding the purposes and means of processing carried out by us is:
onOffice Swiss AG
Rathausstrasse 14
6340 Baar
Tel: +41 (31) 55558 11
Email: info@onOffice.ch
Collection of data
Personal data is collected that you provide to us or that we receive from third parties about you (e.g. contractual partners, extracts from registers, etc.).
Certain types of personal data are considered particularly “sensitive” under data protection law, such as health data. Depending on the circumstances, other categories of personal data mentioned may also constitute particularly sensitive personal data (e.g. information about religious affiliation contained in master data). As a rule, we only process particularly sensitive personal data if this is necessary to provide a service, if you have voluntarily disclosed such data to us, or if you have consented to its processing by us. We assume that you have given your consent when we receive data about you from contractual partners. We may also process particularly sensitive personal data if this is necessary to safeguard legal rights or comply with domestic or foreign legal requirements, if the relevant data has obviously been made public by the data subject, or if applicable law otherwise permits its processing.
Whenever the website is accessed, data that is technically necessary or useful is collected. This may include, for example, the type of browser used, the operating system used, the date and time of access, the public Internet Protocol address (IP address), and the name and URL of the file accessed. If you have subscribed to our newsletter, we use your email address and name to send it, where applicable through a specialised service provider. Some newsletters are sent using the mailing service provider MailChimp (Rocket Science Group, LLC). You may unsubscribe from the newsletter at any time. The corresponding link is provided in every newsletter. Once you have unsubscribed from the newsletter, your data will be deleted immediately.
Purposes of data processing
Your data is processed for the purpose of providing our services. In addition, it is processed for the following purposes:
- For communication with you, e.g. responding to enquiries or maintaining customer relationships
- For contract negotiations and potential conclusion of contracts
- For managing contractual relationships (including employment)
- For the operation of our infrastructure, websites, newsletters, accounting, etc.
- For marketing purposes (e.g. newsletters, invitations, relationship management, etc.)
- For analysing market developments, planning and developing our services, and for research and development
- For managing employees’ contractual relationships
- To ensure compliance with legal requirements, industry standards, etc.
- For legal proceedings or investigations
- To ensure security
- For administrative activities and management
- For the instruction, further training and education of employees
- For social media
Data Retention Period
Your data will be retained for as long as required by law, contract or particular circumstances (e.g. legal proceedings or threatened proceedings). Thereafter, it will be deleted or pseudonymised.
Disclosure of Data to Third Parties and Processors
To the extent necessary for the operation of our services, we disclose data to companies commissioned by us to operate and provide our services. When processing your data, it may be disclosed to the following third parties:
- Group companies and their employees
- Service providers (some of whom process your data on our behalf, such as IT/web providers and support companies, and some of whom process your data under their own responsibility, such as lawyers in connection with legal matters and insurance companies)
- Authorities in Switzerland and abroad on the basis of statutory obligations
- Business partners, such as suppliers
- Customers, marketing and project partners
- Credit reference agencies that store this data for creditworthiness assessments
- Third parties that collect data about you via the website/app (see the list on the website)
You expressly consent to our disclosing data to third parties for processing purposes. The respective service providers are bound to our standards under statutory provisions, a data processing agreement, or contractual provisions, or are authorised to process personal data on the basis of standard contractual clauses recognised by the FDPIC.
Disclosure of data abroad
As a general rule, your personal data is stored and processed in Switzerland and Germany. However, your data may, as part of its processing (e.g. IT support, cloud solutions, online services, working from home, etc.), be transferred to countries within the EEA, where it may be processed and stored, and, in exceptional cases, to any country in the world. We take into account whether the respective country provides an adequate level of data protection. If your data is transferred to, processed or stored in a country without an adequate level of data protection, this will be based on contractual safeguards notified to the FDPIC. However, standard contractual clauses issued or recognised by the FDPIC are used, meaning that the notification requirement generally does not apply.
Withdrawal or Restriction of Consent, Data Corrections and Downloads, Deletion
You have the right to withdraw or restrict your consent. Any such change is valid if made in writing (not by email) and applies to the processing of data in the future from the time we receive the written notification. Data processing that is not based on consent (e.g. statutory or contractual rights) remains unaffected by the withdrawal. In most cases, you can review, download or correct your data online. If you have any questions, our Support team will be happy to assist you. For further rights, such as access to your data, data correction and data portability, please contact us.
Cookies and Other Service Offerings
Our company may use cookies on its website. Cookies contain a so-called cookie ID, a unique identifier that associates websites and servers with a specific Internet browser. A particular Internet browser can be recognised and identified using this unique cookie ID. If you do not wish this to happen, you should configure your Internet browser to refuse the acceptance of cookies.
We may also use third-party services for analysing (e.g. Google Analytics) and improving our website. We will be happy to provide you with a detailed overview upon written request.
You can manage your settings via the following link: Edit your privacy settings
Your Rights
Under the applicable data protection legislation, you have various rights, including the right to access your personal data. To exercise your rights, please contact us.
Social Media
We maintain a presence on social media platforms and other online platforms in order to communicate with interested persons and provide information about our activities and operations. In connection with such platforms, personal data may also be processed outside Switzerland.
The respective General Terms and Conditions and Terms of Use, as well as privacy policies and other provisions of the individual platform operators, apply. These provisions provide information in particular about the rights of data subjects directly vis-à-vis the respective platform, including, for example, the right of access.
Data Security
To ensure that your rights are protected, your data is safeguarded against unauthorised access, alteration and loss. We use technical and organisational measures for this purpose (e.g. access restrictions or backups). The technical and organisational measures selected are generally based on the level of risk. The data security requirements under the Swiss Federal Act on Data Protection (FADP) and the Data Protection Ordinance (DPO) are observed.
You acknowledge and agree that we may exchange data with you via email, SMS or other digital applications without encryption.
Applicable Law and Place of Jurisdiction
This Privacy Policy and the contracts concluded on the basis of or in connection with this Privacy Policy or with our company are governed by Swiss law, to the exclusion of any conflict-of-law provisions. The place of jurisdiction is at our registered office in Baar (Canton of Zug).
Final Provisions
Should individual provisions of this Privacy Policy be invalid, this shall not affect the validity of the remaining provisions of the Privacy Policy. We may amend this Privacy Policy at any time without prior notice. The current version published on our website shall apply.