Privacy policy of Int4 AG

1. Scope

This Privacy Policy provides information on how and for what purposes Int4 AG (hereinafter “Int4“, “we” or “us“) processes your Personal Data (hereinafter referred to as “You“) that You disclose to us or that we collect from You. This Privacy Policy is not exhaustive; in particular, our contractual terms and conditions for our products and services may provide additional information on the processing of Your Personal Data.

 

“Personal Data” refers to all data and information relating to an identified or identifiable natural person.

 

2. Controller

The name and address of the data controller are as follows:

 

Int4 AG

Bahnhofstrasse 11

6300 Zug

Switzerland

 

Telephone: +41 41 562 02 21

 

E-mail: office@int4.com

 

If You have any questions about data protection, please contact our addresses above.

 

3. Data origin and data categories

We primarily process Personal Data that we receive or collect from our customers (including their employees, shareholders, directors, etc.), website visitors, interested parties, service providers and other business partners in the course of our business activities. Where permitted, we also obtain certain Personal Data from publicly accessible sources (e.g. commercial register, press, Internet/social media) or receive such data from other companies, authorities or other third parties. If You provide us with Personal Data of other persons, we ask You to ensure that these persons are aware of this Privacy Policy and only share their Personal Data with us if You have been authorised to do so and if the corresponding Personal Data is correct.

 

The Personal Data or categories of Personal Data that we process include, depending on the case, in particular personal details and contact data (e.g. name, address, gender, date of birth, telephone number and e-mail address); identification and background information (e.g. social security number, specimen signatures, language); contract data that we receive or collect in connection with the initiation, conclusion and fulfilment of contracts with You (e.g. services used or requested by You as well as associated behavioural and transaction data, financial data for payment purposes such as bank account details); transaction data (e.g. payment transaction data, details of Your payment order as well as details of the payee or beneficiary and the purpose of the payment; professional data (e.g. title, employment relationship); communication data (e.g. content of e-mails, written correspondence, chat messages, social media posts, comments on websites, telephone conversations, video conferences, proof of identity, marginal data); documentation data or data from Your contacts with third parties (e.g. consultation or meeting minutes, file notes, references, answers from questionnaires, surveys, book-a-meeting pages and calculators); preference and marketing data (e.g. data on the use of our website or other digital offers, data in connection with the marketing of services, documents received and special activities, personal preferences and interests); public data that can be obtained about You (e.g. commercial register data, data from social media and press); data in connection with proceedings or investigations by authorities, courts, organisations or other bodies; data for compliance with legal requirements, such as in connection with export restrictions; image and sound recordings (e.g. photos, videos and sound recordings, recordings of video surveillance systems and recordings of telephone and video conference calls) and technical data (e.g. IP address and other device IDs, identification numbers assigned to Your device by cookies and similar technologies).

 

4. Processing purposes and legal bases

In connection with our business activities We process Your Personal Data primarily for those processing purposes, which are necessary in connection with our business activities and the provision of our services. In particular, we may process Your Personal Data for the following purposes:

 

  • to communicate with You, in particular to provide You with information or to process Your requests, to authenticate and identify You, for customer service and customer care;
  • for contract processing, namely in connection with the initiation, conclusion and processing of contractual relationships. This includes all data processing that is necessary or expedient to conclude, execute and, if necessary, enforce a contract, such as processing to decide whether and how (e.g. with which payment options) we enter into a contract with You (including credit checks), to provide contractually agreed services, to invoice our services and generally for bookkeeping, processing applications (e.g. managing and evaluating applications, conducting interviews incl. creating personality profiles, obtaining reference information), enforcing legal claims arising from contracts (debt collection, legal proceedings, etc.);
  • for marketing purposes, e.g. to send You written and electronic messages and offers and to carry out marketing campaigns;
  • to provide You with our services and our digital offerings (e.g. website) and to analyse and improve them;
  • to develop and improve our products and services;
  • to organise events and webinars and report them or make them available on our website (e.g. in the form of texts, photographs, videos and voice recordings);
  • in connection with accounting, data archiving and the management of our archives;
  • for security measures, in particular for IT and building security (such as access controls, visitor lists, prevention, defence against and clarification of cyber attacks and malware attacks, network and mail scanners, video surveillance, telephone recordings), as well as for the prevention and clarification of criminal offences and other misconduct or to carry out internal investigations, protection against misuse, evidence purposes, data analyses to combat fraud, evaluation of system-side recordings of the use of our systems (log data);
  • in connection with reorganisations or other acts under company law (e.g. due diligence, sale of companies, keeping share registers, etc.);
  • for the assertion of legal claims and defence in connection with legal disputes and official proceedings in Switzerland and abroad, including the clarification of litigation prospects and other legal, economic and other issues;
  • to comply with our legal, regulatory (including self-regulatory) and internal requirements and rules at home and abroad, including compliance with orders from a court or authority;
  • other purposes: We may process Your Personal Data for other purposes that are necessary to protect our legitimate interests.

 

We process Your Personal Data for the purposes specified above, depending on the situation, in particular on the following legal bases:

 

  • the processing of Personal Data is necessary for the performance of an agreement with You;
  • You have given Your consent to the processing of the Personal Data relating to You;
  • the processing of Personal Data is necessary for the fulfilment of a legal obligation;
  • the processing is necessary to protect the vital interests of the data subject or another natural person; or
  • we have a legitimate interest in the processing of Personal Data, whereby our legitimate interests may include the following interests in particular – Interest in: good customer service; maintaining contact and communication with customers, including outside of a contract; in advertising and marketing activities; improving services and developing new ones; combating fraud; protecting customers, freelancers, employees and other persons as well as our data, business secrets and assets; ensuring adequate security (both physical and digital); ensuring and organising business operations, including the operation and further development of websites and other systems; management and development; the sale or purchase of companies, parts of companies and other assets; in the enforcement or defence of legal claims; compliance with Swiss and foreign law and other rules applicable to us.


4.1 When visiting our website

Each time our website is accessed, it collects a range of user information, which is stored in the server log files. The information collected includes the IP address, the date and time of access, the time zone difference to the GMT time zone, the name and URL of the file accessed, the website from which access is made, the browser used and the operating system used. The collection of this information is technically necessary in order to display our website to You and to ensure its stability and security. This information is also collected in order to improve the website and analyse its use. The legal basis for the temporary storage of the information and log files is our legitimate interest in being able to offer You our websites in sufficient quality and to continuously improve it.

 

4.2 E-mail, telephone calls and video conferences

You can contact us using the e-mail address and telephone number provided. The Personal Data You send us will be stored by us and processed for the purpose of dealing with Your enquiry. The legal basis for this Personal Data processing is Your consent and our legitimate interest in processing Your enquiry.

 

If You contact us by e-mail, You authorise us to reply to You via the same channel. Please note that unencrypted e-mails are transmitted via the open Internet, which is why it cannot be ruled out that they can be viewed, accessed and manipulated by third parties. We exclude – to the extent permitted by law – any liability that You may incur, in particular as a result of incorrect transmission, falsification of content or disruption to the network (interruptions, overloading, unlawful interference, blocking).

 

Telephone and video conference calls with us may be recorded; we will inform You of this at the beginning of such a call. If You do not want us to record such conversations, You have the option of cancelling the conversation at any time and contacting us in another way (e.g. by e-mail or post).

 

4.3 Newsletter

If You subscribe to our newsletter, we will use Your e-mail address and other contact details to send You the newsletter.

 

You can subscribe to our newsletter with Your consent. Your full name and e-mail address, which we store after Your registration, are mandatory for sending the newsletter. The legal basis for the processing of Your Personal Data in connection with our newsletter is Your consent to the sending of the newsletter. You can revoke Your consent at any time and unsubscribe from the newsletter. You can declare Your cancellation by clicking on the link provided in every newsletter email, by sending an email to office@int4.com or by sending a message to the address specified in Clause 2 of this Privacy Policy.

 

4.4 Contact form

You can get in touch with us using the contact form provided on our website. To use the contact form, You must enter Your name, e-mail address and the message. The Personal Data You send us will be stored by us and processed to deal with Your enquiry. The legal basis for this Personal Data processing is Your consent and our legitimate interest in processing Your enquiry.

 

4.5 Applications for contractual cooperation

You can submit Your application for contractual cooperation with us by e-mail or by using the corresponding application form on our website. The application documents and all Personal Data disclosed to us will be treated confidentially and processed only for the purpose of processing Your application for contractual cooperation with us. Without Your consent to the contrary, Your application dossier will either be returned to You or deleted/destroyed after the application process has been completed, unless it is subject to a statutory retention obligation. The legal basis for the processing of Your Personal Data is Your consent, the fulfilment of the contract with You and our legitimate interests.

 

4.6 Profiling and the use of machine learning software

We may carry out profiling and using software which includes machine learning technology. In particular, we may perform profiling and/or use software which includes machine learning technology as part of the application process for contractual cooperation with us. Depending on the stage of the application process, we may invite You to participate in various assessments developed and conducted by third-party providers. In such a case, we will inform You in advance about the course of the assessment and the results afterwards. We will process the answers You provide us with and the results generated from them mainly for the purpose of assessing the cooperation with You and for communication purposes. The legal basis for processing Your data is Your consent, the fulfilment of the contract with You and our legitimate interests.

 

4.7 Cookies/Tools

Our website may use so-called cookies or other technologies/tools such as pixels, tags or external services (hereinafter “Cookies” or “Tools“). Cookies are text files that are stored in or by the internet browser on the computer system or a mobile device of the user. The Cookie contains a characteristic string that allows the browser or mobile device to be identified unambiguously when the website or app is visited again.

 

The purpose of the use of Cookies is, on the one hand, to enable and simplify the use of our website for users. For more detailed information on the types of Cookies please refer to our Cookie Policy.

 

5. Disclosure of Personal Data to recipients and abroad

5.1 Disclosure of Personal Data to recipients

In addition to the transfers of data to recipients expressly mentioned in this Privacy Policy, we may to the extent permitted – disclose Personal Data to the following categories of recipients:

 

  • providers to whom we have outsourced certain services (e.g. IT and hosting providers, external accounting, debt collection services, photographers, banks, etc.) as well as other suppliers and subcontractors;
  • contractually bound cooperation partners / freelancers;
  • third parties who collect data about You via websites;
  • banks and insurance companies;
  • tax advisors, auditors, lawyers, notaries and other external professional advisors of Int4;
  • credit reference agencies, which store this data for credit reports;
  • prospective buyers or investors in the event of reorganisations or other corporate actions;
  • (counter)parties in potential or actual legal proceedings or legal disputes;
  • national and foreign authorities, official bodies or courts.

5.2 Disclosure of Personal Data abroad

Your Personal Data may be processed within Switzerland, the European Union or the European Economic Area (hereinafter “EU/EEA“) but may also be processed in and transferred to a country outside of Switzerland, EU or EEA, for example the USA.

 

If we transfer data to a country without adequate legal data protection, we ensure an adequate level of protection as provided for by law by using appropriate contracts (namely on the basis of the so-called standard contractual clauses of the European Commission) or we rely on the legal exceptions of consent, the performance of a contract, the establishment, exercise or enforcement of legal claims, overriding public interests, published Personal Data or because it is necessary to protect the integrity of the data subjects. We would like to point out that data transmitted abroad is no longer protected by Swiss law and foreign laws as well as official orders may require the disclosure of this data to authorities and other third parties.

 

6. Duration of storage

We process and store Your Personal Data only for as long as is necessary in accordance with the relevant purpose of processing or if there is another legal basis for doing so (e.g. statutory retention periods). We retain Personal Data that we hold on the basis of a contractual relationship with You for at least the duration of that contractual relationship and the statutory limitation periods for potential claims or based on contractual retention obligations. As soon as Your Personal Data are no longer required for the above-referenced purposes, they will be set inactive, deleted or anonymised as far as possible.

 

7. Your rights

Under the data protection law applicable to You and to the extent provided for, You have the right to information, rectification, erasure, the right to restrict data processing and otherwise to object to our data processing as well as to the handover of certain Personal Data for transfer to another location (so-called data portability). Please note, however, that we reserve the right to assert the statutory restrictions on our part, for example if we are obliged to retain or process certain data, if we have an overriding interest in this (to the extent we are entitled to rely on such interest) or if we need the data in order to assert claims. If this results in costs for You, we will inform You in advance.

 

If data processing is based on Your consent, after giving Your consent You may withdraw it at any time with future effect. However, this does not affect the lawfulness of the processing carried out on the basis of Your consent prior to Your withdrawal of consent.

 

The exercise of such rights generally requires that You clearly prove Your identity (e.g. by means of a copy of an identification document, where Your identity is otherwise unclear or cannot be verified). In order to assert Your rights, You may contact us at the address specified in Clause 2 of this Privacy Policy.

 

Every data subject also has the right to enforce their claims in court or to lodge a complaint with the competent data protection authority. The competent data protection authority in Switzerland is the Federal Data Protection and Information Commissioner (http://www.edoeb.admin.ch).

 

8. Data security

We take appropriate security measures of a technical and organisational nature to protect the security of Your Personal Data, in particular to protect it against unauthorised or unlawful processing and to counteract the risk of loss, unintentional modification, unwanted disclosure or unauthorised access. Like all companies, however, we cannot rule out data security breaches with absolute certainty, as certain residual risks are unavoidable. As part of our security measures, we use firewalls, logging and encryption in particular, have authorisation concepts and have implemented other protective measures to ensure that Personal Data is protected as completely as possible.

 

9. Amendments to this Privacy Policy

We expressly reserve the right to amend this Privacy Policy at any time. If such amendments are made, we will immediately publish the amended Privacy Policy on our website. The Privacy Policy published on our website, as from time to time amended, shall apply.

 

December 2024