Data protection declaration

In this data protection declaration, we, Fidpro Suisse SA (hereinafter Fidpro), describe how we collect and process personal data. This data protection declaration does not constitute an exhaustive description; where necessary, other data protection declarations regulate other specific circumstances. For the purposes of this data protection declaration, personal data means any information relating to an identified or identifiable person.

1. Responsible body and contact

Unless otherwise indicated in the individual case, Fidpro is responsible for the data processing described here. Requests concerning data protection may be addressed to us by post or e-mail, accompanied by a copy of the identity card or passport which identifies the user: Rue de la Tour-de-l’Ile 1, 1204 Geneve, Switzerland. Tel: +41 22 318 83 82 / Mail: info@fidpro.ch.

2. Collection and processing of personal data

We process personal data in particular for the following processing categories.

Data of customers to whom we provide or have provided services.
Personal data that we have received indirectly from our customers in the course of providing services.
When consulting our website.
When using our newsletter.
When participating in one of our events.
When we communicate or when a visit takes place.
In the event of any other contractual relationship, e.g. as a supplier, service provider or consultant.
In the event of job applications.
When we are required to process data for legal or regulatory reasons.
When we exercise our duty of care or defend other legitimate interests, e.g. to avoid conflicts of interest, prevent money laundering or other risks, ensure data accuracy, verify creditworthiness, ensure security or enforce our rights.

You will find more detailed information in the description of the relevant processing category in section 5.

3. Categories of personal data

The personal data we process depends on your relationship with us and the purpose for which we process the data. In addition to your contact details, we also process other information about you or people who have a relationship with you. Depending on the circumstances, this may also involve particularly sensitive data.

We collect the following categories of personal data depending on the purpose for which they will be processed by us:

Contact details (e.g. surname, first name, address, telephone number, e-mail address)
Customer information (e.g. date of birth, nationality, marital status, profession, title, job description, passport or identity card number, AHV number)
Risk management data (e.g. solvency information, commercial register data)
Financial information (e.g. bank details)
Mandate data, depending on the mandate (e.g. tax information, articles of association, minutes, contracts, employee data (e.g. salary, social insurance), accounting data, beneficial owner, ownership reports)
Website data (e.g. IP address, device information (UDI), browser information, website usage (analysis and use of plug-ins, etc.).
Application data (e.g. curriculum vitae, work certificates)
Marketing information (e.g. newsletter subscriptions)
Security and network data (e.g. visitor lists, access controls, network and e-mail scanners, telephone call lists)

Where permitted, we also collect certain data from publicly available sources (e.g. debt enforcement register, land registers, press, Internet) or receive data from our principals and their employees, the authorities, (arbitration) courts and other third parties. In addition to the data that you provide directly to us, the categories of personal data that we receive about you from third parties include, in particular, data from public registers, data that we become aware of as part of administrative and legal proceedings, data relating to your professional functions and activities (so that, with your help, we can, for example, conclude and process business with your employer), data relating to you in correspondence and discussions with third parties, information on creditworthiness, data about the people close to you (family, advisor, legal representative, etc.) to enable us to conclude or process contracts with you or through you (e.g. references, your address for deliveries, power of attorney), data relating to compliance with legal requirements such as anti-money laundering and export restrictions, data from banks, insurance companies, distribution partners and other contractual partners of our organization relating to the use or provision of services on your behalf (e.g. payments made, purchases made), data from the media and the Internet relating to you (insofar as this is indicated in a specific case, e.g. as part of a job application, etc.), your address, your telephone number and e-mail address, data relating to the use or provision of services on your behalf (e.g. payments made, purchases made), media and Internet data relating to you (insofar as this is indicated in a specific case, e.g. as part of a job application, etc.), your addresses and possibly interests and other socio-demographic data (for marketing purposes), data relating to the use of the website (e.g. IP address, MAC address of the website, etc.). e.g. IP address, MAC address of smartphone or computer, device data and settings, cookies, date and time of website visit, pages and content viewed, functions used, referring websites, location data).

4. Data processing purposes and legal basis

4.1. Provision of services

We primarily process personal data that we receive from our customers and other contractual relationships with business partners, as well as from other persons involved.

Our customers’ personal data includes the following information:

Contact details (e.g. surname, first name, address, telephone number, e-mail, other contact details)
Personal information (e.g. date of birth, nationality, marital status, profession, title, job description, passport or identity card number, AVS number, family situation, etc.).
Risk management data (e.g. solvency information, commercial register data, sanction lists, specialized databases, Internet data)
Financial information (e.g. bank details, investments or holdings)
Mandate data, depending on the mandate, e.g. tax information, articles of association, minutes, employee data (e.g. salary, social insurance), accounting data, etc.
Particularly sensitive personal data: Personal data may also include particularly sensitive personal data, such as data relating to health, data which may reveal religious opinions or information concerning social measures, particularly when we provide services in the areas of payroll processing or accounting.

We process such personal data for the purposes described, using the following legal bases:

Conclusion or performance of a contract with or on behalf of the data subject, including contract preparation and performance (e.g. consulting, fiduciary)
Compliance with a legal obligation (e.g. when we are required to publish information)
Preservation of legitimate interests (e.g. for administrative purposes, to improve our quality, ensure security, carry out risk management, enforce our rights, defend against claims or examine potential conflicts of interest)
Consent (e.g. to send you marketing information).

4.2 Indirect processing of data from the provision of services

When we provide services to our customers, we may also process personal data from third parties or data that we have not collected directly from the data subjects. These third parties are usually employees, contact persons, family members or persons who are in contact with customers or data subjects for other reasons. We require this personal data in order to fulfill contracts with our customers. This personal data is transmitted to us by our customers or by third parties appointed by them. Our customers are responsible for informing the third parties whose information we process for this purpose that we are processing their data. For this purpose, our customers may refer to this data protection declaration.

With regard to the personal data of persons in contact with our customers, this includes in particular the following information:

Contact details (e.g. surname, first name, address, telephone number, e-mail, other contact details, marketing data)
Personal information (e.g. date of birth, nationality, marital status, profession, title, job description, passport or identity card number, AVS number, family situation, etc.)
Financial information (e.g. bank details, investments or holdings)
Mandate data, depending on the mandate, e.g. tax information, articles of association, minutes, employee data (e.g. salary, social insurance), accounting data
Particularly sensitive personal data: this may also include particularly sensitive personal data, such as data relating to health, data which may reveal religious opinions or information concerning social measures, particularly when we provide services in the areas of payroll processing or accounting.

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

Conclusion or performance of a contract with or on behalf of the data subject (e.g. when we fulfil our contractual obligations)
Compliance with a legal obligation (e.g. when fulfilling our obligations as statutory auditors or when we are required to disclose information)
Preservation of legitimate interests, in particular our interest in providing an optimal service to our customers.

4.3. Use of our website

To use our website, it is not necessary to divulge any personal data. However, each time the site is consulted, the server collects a range of information about the user, which is temporarily stored in the server’s log files.

When this general information is used, it is not attributed to a specific person. The collection of this information or data is technically necessary to display our website and to guarantee its stability and security. This information is also collected to improve the website and analyze your use of it.

In particular, this includes the following information:

Contact details (e.g. surname, first name, address, telephone number, e-mail address)
Other information you transmit to us via the website
Technical information that is automatically transmitted to us or to our service providers, information relating to usage behavior or website settings (e.g. IP address, UDI, device type, browser, number of clicks on the page, newsletter opening, clicking on links, etc.).

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

Preservation of legitimate interests (e.g. for administrative purposes, to improve our quality, to analyze data or to publicize our services).
Consent (e.g. in the use of cookies or newsletters).

4.4. Use of the newsletter

If 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. We require your full name and e-mail address to send you the newsletter, which we store after you have registered. The legal basis for processing your data in connection with our newsletter is your consent to the newsletter being sent to you. You can revoke your consent at any time and unsubscribe from the newsletter.

4.5. Participation in events

When you take part in one of our events, we collect personal data in order to organize and carry out the event and, where appropriate, to send you further information at a later date. We also use your information to inform you about other events. During these events, we may take photos of you or film you, and publish these images internally or externally.

This includes in particular the following information:

Contact details (e.g. surname, first name, address, telephone number, e-mail address)
Personal information (e.g. profession, position, title, employer’s company, eating habits)
Photos or videos
Payment information (e.g. bank details).

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

Fulfillment of a contractual obligation with or on behalf of the data subject, including preparation of the contract and its possible execution (enabling participation in an event)
Preservation of legitimate interests (e.g. organization of events, dissemination of information about our events, provision of services, efficient organization)
Consent (e.g. to send you marketing information or to create visual material).

4.6. Direct communication and visits

When you contact us (e.g. by telephone, e-mail or chat) or if we contact you, we process the personal data necessary for this contact. We also process personal data when you visit us. In this case, you may be asked to provide your contact details before your visit or to provide them at the reception. We will keep this information for a certain period of time in order to protect our infrastructure and information.

To organize conference calls, online meetings, video conferences and/or webinars (“Online-Meetings”), we use the “Zoom” or “Microsoft Teams” service.

In particular, we process the following information:

Contact data (e.g. surname, first name, address, telephone number, e-mail address)
Secondary communication data (e.g. IP address, duration of communication, communication channel)
Recordings of conversations, e.g. video conferences
Other information that the user uploads, provides or creates while using the videoconferencing service, as well as metadata used to maintain the service provided. Further information on the processing of personal data by “Zoom” or “Microsoft Teams” can be found in the data protection declarations of these services.
Personal information (e.g. profession, position, title, employer’s company)
Time and reason for visit.

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

Fulfillment of a contractual obligation with or on behalf of the data subject, including the preparation of the contract and its possible execution (provision of a service)
Preservation of legitimate interests (e.g. security, traceability and processing and management of customer relations).

4.7. Applications

You can send us your application for a position by post or via the e-mail address given on our website. Your application documents and all personal data sent to us in this way will be treated as strictly confidential, will not be passed on to third parties and will be processed by us solely for the purpose of processing your application for a position with us. Unless you agree otherwise, once the application procedure has been completed, your application file will be returned to you or deleted/destroyed, unless it is subject to a statutory retention obligation. The legal basis for processing your data is your consent, the performance of the contract with you and our legitimate interests.

In particular, we process the following information:

Contact details (e.g. surname, first name, address, telephone number, e-mail address)
Personal information (e.g. profession, position, title, employer’s company)
Application documents (e.g. covering letter, certificates, diplomas, curriculum vitae)
Assessment information (e.g. recruiter’s evaluation, reference information, assessments)
We process personal data for the purposes described, based on the following legal grounds:
Preservation of legitimate interests (e.g. hiring new employees)

4.8. Suppliers, service providers, other contractual partners

When we enter into a contract with you to provide a service, we process personal data about you or your employees. We need this data to communicate with you and to use your services. We also process personal data to check whether there is any conflict of interest in relation to our business and to ensure that our collaboration does not expose us to any unintentional risks, e.g. with regard to money laundering or sanctions.

To this end, we process the following information in particular:

Contact information (e.g. last name, first name, address, telephone number, e-mail address).
Personal information (e.g. profession, position, title, employer’s company).
Financial information (e.g. bank details).

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

Conclusion or performance of a contract with or on behalf of the data subject, including the preparation of the contract and its possible execution.
Preservation of legitimate interests (e.g. prevention of conflicts of interest, protection of the company, exercise of legitimate rights).

5. Analysis and tracking technology

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

Information is stored in the cookie in relation to the specific terminal used. However, this does not mean that we are immediately aware of your identity. The use of cookies serves to make the use of our offer more pleasant for you. For example, we use session cookies to see that you have already visited different pages on our website. These cookies are automatically deleted once you leave our website.

We also use temporary cookies to optimize user-friendliness. These files are stored on your terminal for a defined period. If you visit our site again to use our services, it is automatically recognized that you have already been on our site and what entries and settings you have made. This means you don’t have to re-enter them. We also use cookies to statistically record the use of our website and evaluate it in order to optimize our offering for you. These cookies enable us to recognize automatically that you have visited our site before. After a certain period of time, these files are automatically deleted.

The data processed by cookies is necessary for the purposes mentioned above. Most browsers automatically accept cookies. However, you can configure your browser so that no cookies are stored on your computer, or so that a message is always displayed before a new cookie is created. However, if you deactivate cookies completely, you may not be able to use all the functions of our website.

6. Internet analysis, newsletter analysis

In order to obtain details about the use of our website, to improve our Internet offering and to be able to reach you with advertisements on third-party sites or social media, we use the following web analysis tools and “re-targeting” technologies: Google Analytics.

These tools are provided by third-party suppliers. In general, the information gathered on website usage through cookies or similar technologies is transmitted to the third-party provider’s server. Depending on the third-party supplier, these servers may be located abroad.

Normally, data transmission takes place after IP addresses have been abbreviated, which prevents identification of the end devices. Third-party providers only pass on this information in the context of data outsourcing or if they are required to comply with legal regulations.

6.1. Google Analytics

We use Google Analytics on our websites, a web analysis service provided by Google LLC, Mountain View, California, USA, for which Google Limited Ireland (“Google”) is responsible for Europe. To deactivate Google Analytics, 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 store user-specific information on the user’s terminal. They enable Google to analyze the use of our website. The information gathered by the cookie about your use of our website (including your IP address) is generally transferred to a Google server in the USA and stored there. Please note that on this website, Google Analytics has been supplemented with the code “gat._anonymizeIp();” to ensure that IP addresses are recorded anonymously (so-called IP masking). If anonymization is activated, Google will shorten IP addresses in member states of the European Union or in other countries that are signatories to the Agreement on the European Economic Area, making it impossible to trace your identity. Only in exceptional cases is the full IP address transmitted to a Google server in the USA and shortened there. Under certain circumstances, Google may associate your IP address with other data in its possession. With regard to data transfers to the USA, Google has undertaken to sign and comply with the EU’s standard contractual clauses.

6.2. Google Maps

Our website uses Google Maps (API) from Google Inc. 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, for which Google Limited Ireland (“Google”) is responsible for Europe. Google Maps is a web service that provides interactive maps for displaying geographical information. Using this service enables you to locate our offices and makes it easier for you to get around. When you visit pages on which Google Maps is integrated, information about your use of our website (such as your IP address) is transferred to Google servers in the USA and stored there. This transfer takes place regardless of whether or not you have a user account with Google and are logged in. When you are logged in to Google, your data is assigned directly to your account. If you do not wish your profile to be associated with Google, you must log out before activating the button. Google stores and evaluates your data (including that of users who are not logged in) as usage profiles.

With regard to data transfers to the USA, Google has undertaken to sign and comply with the EU’s standard contractual clauses.

6.3. Social media plugins

Third-party providers use “social plugins” on our website. These plugins can be identified by the logos of the relevant social networks. The plugins enable you to interact with social networks and other users. We use the following plugins on our website: Facebook, Twitter, LinkedIn. When you visit our website, your browser establishes a direct connection with the third-party provider’s servers. The corresponding third-party provider transmits the content of the “plugin” (e.g. YouTube videos) directly to your browser, which integrates it into the page.

The transmission of data for the display of content (e.g. Twitter posts) takes place regardless of whether you have an account with a third-party provider and are logged in. When you are connected to a third-party provider, your data collected by us is directly associated with your existing account with this third-party provider. In addition, when you activate “plugins”, information is published on social networks and displayed for your contacts to see. Please refer to the data protection information of third-party providers to find out about the purpose and scope of data collection, the processing and use of such data by third-party providers, as well as your related rights and setting options to protect your privacy. The third-party supplier saves the data collected about you in a user profile and uses it for advertising, market research and/or to design its website according to your needs. In particular, this analysis is used to display personalized advertisements to offline visitors and to inform other social network users of your activities on our website. If you wish to prevent third-party providers from associating data collected through our advertising presence with your personal profile on a social network, you must log out of the corresponding social networks before visiting our website. You can also prevent the downloading of “plugins” completely by using add-ons adapted to your browser, such as “Ghostery” (https://www.ghostery.com/).

6.4. Newsletter Tracking

We use software to send out our newsletters. This software enables newsletters to be sent and analyzed. To carry out this analysis, we collect data on devices and accesses. To this end, the newsletters contain a pixel. In addition, cookies are used to track the newsletter and the websites that can be accessed from it. A pixel is an image file stored on the recipient’s device.

Thanks to these technologies, we know whether the newsletter has arrived, whether it has been opened and what content the recipient has clicked on. We use this information to improve our newsletters and offers. It is possible to avoid saving pixels by deactivating HTML in the e-mail program (different methods exist depending on the e-mail program).

7. Forwarding and processing of data

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

Not all personal data is transmitted in encrypted form by default.

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

Branches, subsidiaries or sister companies.
Service providers (e.g. IT service providers, hosting providers, suppliers, consultants, lawyers, insurance companies, notaries, auditors, tax specialists).
Third parties within the scope of our legal or contractual obligations, authorities, public bodies, courts.

We enter into contracts with service providers who process personal data on our behalf. By signing these contracts, they undertake to guarantee data protection. Most of our service providers are located in Switzerland or in the EU/EEA. Some personal data may be transferred to the USA (e.g. Google Analytics data) or, exceptionally, to other countries worldwide. Should data be transferred to other countries with an insufficient level of data protection, this will be done on the basis of EU standard contractual clauses (e.g. in the case of Google) or other suitable instruments.

8. Retention period for personal data

We process and store your personal data for as long as is necessary to fulfill our contractual and legal obligations or to achieve the purposes pursued by the data processing, i.e., for example, for the duration of the business relationship as a whole (from the initiation, course and until the end of a contract) as well as beyond, in accordance with legal retention and documentation obligations. In doing so, personal data may be retained for the period during which claims may be asserted against our company (i.e. in particular during the statutory limitation period) and to the extent that we are obliged to do so by law or if legitimate business interests so require (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 rendered anonymous as far as possible. In the case of company data (e.g. system protocols, logs), shorter retention periods of twelve months or less apply.

9. Data security

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

10. Obligation to provide personal data

As part of our business relationship, you are required to provide us with the personal data necessary to establish and carry out the business relationship and to fulfill the contractual obligations arising therefrom (as a rule, you are not legally obliged to provide us with data). Without this data, we are unable to conclude a contract with you (or with the organization or person you represent) or to perform it. The website cannot be used if certain data (e.g. IP address) used to secure data traffic is not disclosed.

11. Your rights

In connection with the processing of personal data by us, you have the following rights:

Right of access to your personal data stored by us, as well as the right to be informed about the purpose of the processing, its origin and the recipients or categories of recipients to whom the personal data will be transmitted.
the right to rectify any inaccuracies or incompleteness in your personal data
Right to limit the processing of your personal data
Right to demand the deletion of processed personal data
Right to data portability
Right to object to the processing of data or to revoke consent to the processing of personal data at any time and without justification
the right to lodge a complaint with the competent supervisory authority, insofar as this is provided for by law.

To exercise these rights, please contact the address given in section 1.

Please note, however, that we reserve the right to enforce legal restrictions, e.g. if we are obliged to store or process certain data and have an overriding interest in doing so (insofar as this can be invoked), or if we need to enforce rights. You will be informed in advance if any costs are incurred.

12. Changes to the data protection declaration

We expressly reserve the right to amend this data protection declaration at any time.

Last modification: September 2023