Our Privacy Policy

Summary of our Privacy Policy

This is a summary of our new privacy policy valid as of October 30th 2018. It covers every SCWeb application suite containing word processing, spreadsheets, presentations, databases, note-taking, wikis, web conferencing, customer relationship management (CRM), project management, invoicing and other applications developed by SwissSCWeb as well as all of the products and services contained in those applications. Following the introduction, you will find detailed information divided into three main parts. This policy tells you what information we collect from you, what we do with it, who can access it and what your rights are.

We only collect the information that we actually need. Some of it is information that you actively give us when you sign up for a specific process document, register for an event, ask for customer support or buy something from us. We store your name, surname and contact information.

When you use our software, some basic information is automatically registered such as how you reached a specific action, where you processed this action and which features and device you used. We use this information to improve your documentation and our services; it also allows us to develop new products and improve existing ones.

We limit access to your personal information. It is only visible to our employees and contractors who have a legitimate need to use it to access and work at the services you request. If we share your information with other parties, they must have appropriate security measures and a valid reason for using your information..

We use your information to provide the services needed for your activities or that you have requested, create and maintain your documentation and check unauthorized activities on your profile. We also use it to communicate with you about the products you are currently using, your support requests, to suggest any new solutions you may like, to allow you to give us feedback and to send you policy updates. We analyze the information we collect to understand user needs and to improve our services.

Part I – SCWEB Information collection and checks

What Information SwissSCWeb collects and in what way

The information will be processed through the website, spreadsheets and mailing lists.

The disclosure of data is optional but refusal to provide data could lead to the failure or partial delivery of services.

Swissscweb Ag does not use fully automated decision-making processes, human input is always required.

We collect information about you (General Data , personal details and anything that may be necessary to proceed) only if we need the information for legitimate reasons. SwissSCWeb will have information about you only if:

(a) you have provided the information yourself
(b) SwissSCWeb has automatically collected the information

Information that you provide us

Activity registrations and other form submissions: We record information that you submit when you register for any process or documentation. This is also valid when you require a reply on submitting a form..

The optional, explicit and voluntary sending of e-mails to the addresses indicated on this site results in the subsequent acquisition of the sender’s email address (which will be used to respond to requests) as well as any other personal data included in the message.

Information automatically collected

Automatically collected data is navigation data. This data, although not collected in order to be associated with the identity of the user, could indirectly through data collected by the owner, allow identification ((IP address, browser, etc…).

Purpose of the treatment

In addition to the above mentioned, we may use your information for the following purposes:

• To implement services or products related to your contract
• To carry out administrative activities
• To carry out activities on behalf of all the responsible legal bodies
• For communications concerning activities carried out by the controlling body

Legal bases for collecting and use of information

Legal processing bases applicable to SwissSCWeb: If you are an individual from the European Economic Area (EEA), our legal basis for information collection and use depends on the personal information concerned and the context in which we collect it. Most of our information collection and processing activities are typically based on your consent. Sometimes, we may be legally required to collect your information, or may need your personal information to protect your vital interests or those of another person.

Withdrawal of consent: Where we rely on your consent as the legal basis, you have the right to withdraw your consent at any time, this will not affect any processing that has already taken place.

Legitimate interests notice: Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain to you what those legitimate interests are at the time that we collect your information.

With whom we share your personal data

All SwissSCWeb group entities listed here have access to the information covered in Part I. We do not sell any personal information. We share your information only in the ways that are described in this Privacy Policy, and only with parties who adopt appropriate confidentiality and security measures.

Employees and contractors: Employees and contractors of all SwissSCWeb group entities have access to the information covered in Part I on a need-to-know basis. We require that all external employees and collaborators of SwissSCWeb group entities follow this Privacy Policy for all personal information we share with them.

The personnel is trained and officially nominated and organizational measures are taken to ensure the confidentiality and integrity of your data.

External entities: with which we have precise distribution agreements. See Part III.

Your rights with respect to information we hold about you

If you are in the European Economic Area (EEA), you have the following rights with respect to information that SwissSCWeb holds about you. SwissSCWeb guarantees to provide you with the same rights no matter where you choose to live.

Pursuant to art. 7 of the Privacy Code and art. 13 GDPR each user has the right to obtain confirmation of the existence of his personal data, even if not yet registered, and receive a comprehensible answer.

In particular, the interested party has the right to obtain information from SwissSCWeb regarding:

  1. The origin of the personal data
  2. The purpose and methods of processing
  3. The logic applied if processing is carried out with the help of electronic/ IT tools
  4. The identification details of the owner, managers and the appointed representative
  5. The persons and category of persons to whom the data may be communicated or who may become aware of the data as a designated representative.

Furthermore, the interested party may request the following:

Right to access: You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information’s source, purpose and period of processing, and the persons with whom the information is shared.

Right to rectification: You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.

Right to erasure: You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.

Right to restriction of processing: You may also have the right to request the restriction of the use of your information in certain circumstances, such as when you have objected to our use of your data.

Right to data portability: You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.

Right to object: You have the right to object to the use of your information in certain circumstances, such as the use of your personal information. In particular, the subject has the right to object to the processing of personal data for the sending of advertising material, direct sales or for carrying out market research or commercial communications. The objection request must be sent by e-mail to: office@swissscweb.com

Right to complain: You have the right to complain to the appropriate supervisory authority if you have any grievance against the way we collect, use or share your information, in violation of this norm. This right may not be available to you if there is no supervisory authority dealing with data protection in your country.

The authority responsible for controlling the processing of personal data, is the Guarantor for the Protection of Personal Data in the subject’s State

Retention of information

We retain your personal information for as long as it is required for the purposes stated in this Privacy Policy. Sometimes, we may retain your information for longer periods as permitted or required by law. When we no longer have a legitimate need to process your information, we will delete or anonymize your information in our active databases. We will also securely store the information.

Part II Information that SwissSCWeb processes on your behalf

Information entrusted to SwissSCWeb and purpose

Information provided in connection with services: You may entrust information that you or your organization control, to SwissSCWeb in connection with use of our services or for requesting technical support for our products. This includes information regarding your employees (if you are a controller) or data that you hold and use on behalf of another person for a specific purpose, such as a customer to whom you provide services (if you are a processor). The data may either be stored on our servers when you use our services or transferred or shared to us as part of a request for technical support or other services.

Information from devices: When you elect to allow it, some of our applications have access to your profile. Our applications require such access to provide their services. Similarly, when you elect to provide access, information based on location is also collected for purposes including, but not limited to, locating nearby area or setting location-based reminders. This information will be exclusively shared with our mapping application and will be used only for mapping user locations on a specific area. You may disable the applications’ access to this information at any time by editing the settings on your user profile. The data stored and their location information to which the applications have access will be used in the context of the application, and transferred to and associated with your profile in the corresponding activities (in which case the data will be stored on our servers).

Ownership and control of your profile data

We recognize that you own your profile data. We give you complete control of your profile data by allowing you to:

  • –  access your profile data
  • –  share your profile data through supported third-party integrations
  • –  request export or deletion of your profile data.

How we use profile data

We process your profile data when you provide us with confirmations through the various modules of our software. For example, when you generate a confirmation, such as the check list, this will be used to generate the document.

Whom we share profile data with

Swiss SCWeb group and third party sub-processors: In order to provide services and technical support for our products, the contracting entity within the Swiss SCWeb group engages other contractors.

Employees and independent contractors: We may provide access to your profile data to our employees and individuals who are independent contractors of the Swiss SCWeb group entities involved in providing the services so that they can identify, analyze and resolve errors. We ensure that access by our employees to your service data is restricted to specific individuals and is logged and audited. Our employees will also have access to data that you knowingly share with us for technical support or to import data into our products or services. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within the Swiss SCWeb group.

Collaborators and other users: Some of our products or services require collaboration with other users or third parties. This may thus enable other collaborators to view some or all information on your profile. For example, when you edit a document that describes a process, your name will be displayed next to your corrections to allow your collaborators to know that you made them.

Third-party integrations you have enabled: Most of our products and services support integration with third-party products and services. If you choose to enable third-party integrations, you may be allowing a third party to access your profile information. We encourage you to review the privacy practices of the third-party services and products before you enable integrations with them.

Other cases: Other scenarios in which we may share information that are common to information covered under Parts I and II are described in Part III.

Retention of information

We hold the data in our customer database for the whole duration of the contract.

Part III – General

How secure is your information

At SwissSCWeb, we take data security very seriously. We have taken steps to implement appropriate administrative, technical and physical safeguards to prevent unauthorized access, use, modification, disclosure or destruction of the information you entrust to us. If you have
any concerns regarding the security of your data, we encourage you to check our Security Policy or write to us at office@swissscweb.com .

Disclosures in compliance with legal obligations

We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including national security requirements.

Enforcement of our rights

We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, investigating suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.

Business Transfers

We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honor our commitments to you, in compliance with this Privacy Policy. We make every effort, including periodic reviews, to ensure that the personal information you provide is used in compliance with this Privacy Policy. If you have any concerns about our adherence to this Privacy Policy or the manner in which your personal information is used, please write to us at office.swissscweb.com

We will contact you, and if required, work with the appropriate regulatory authorities to address your concerns.

Notification of changes

We may modify the Privacy Policy at any time, upon notifying you through a service announcement or by sending an e-mail to your primary e-mail address. If we make significant changes to the Privacy Policy that affect your rights, you will be provided with at least 30 days advance notice of the changes by e-mail to your primary e-mail address. If you think that the updated Privacy Policy affects your rights with respect to your use of our products or services, you may terminate your use by sending us an e-mail within 30 days. Your continued use after the effective date of changes to the Privacy Policy will be deemed to be your agreement to the modified Privacy Policy.

We invite users to read the Privacy Policy regularly and to check any updated Information.