This Privacy Policy prepared by Swiss Rep Link SA describes the use of personal data of visitors of Swiss Rep Link SA’s website www.swissreplink.ch, clients and prospective clients, suppliers of goods or services, and any other persons about whom Swiss Rep Link SA obtains personal data, including through communications via the contact form, email, or other agreed channels.

If a client does not agree with any part of this Privacy Policy, he or she should discontinue using Swiss Rep Link SA’s website. In such case, Swiss Rep Link SA may not be able to provide services.

1. Collection of Personal Data

1.1 What is “Personal Data”?

Personal Data means any information which, either alone or combined with other information held by Swiss Rep Link SA, relates to an identified or identifiable individual or legal entity.

1.2 Sources of Personal Data

Swiss Rep Link SA collects data directly from data subjects, clients, suppliers, or from publicly available sources. Clients and suppliers providing data about employees or other individuals are responsible for ensuring compliance with applicable data protection laws.

1.3 When may Swiss Rep Link SA collect Personal Data?

Swiss Rep Link SA collects data when:

• A client entrusts Swiss Rep Link SA with a mandate;
• Swiss Rep Link SA provides services;
• An individual attends an Swiss Rep Link SA event or conference;
• A person contacts Swiss Rep Link SA via the website or email;
• A person follows Swiss Rep Link SA on LinkedIn;
• A supplier provides data to Swiss Rep Link SA.

1.4 Categories of Personal Data Processed

Swiss Rep Link SA may process the following categories of Personal Data:

• Basic information: name, gender, title, organisation, email address, phone number, language preference;
• Identification data: passport details, date of birth, beneficial ownership and due diligence data;
• Job applicant data: information provided in connection with employment opportunities;
• Marketing data: newsletter subscriptions and event registrations;
• Financial information: billing and payment information;
• Client-related data: invoicing details, payment history, and data relating to employees or counterparties;
• Sensitive data: legal proceedings, criminal convictions, health data, political or religious data (where necessary and lawful);
• Other information: data collected for mandates and compliance checks.

1.5 Purposes of Processing

Swiss Rep Link SA processes Personal Data for the following purposes:

• Providing services to clients;
• Managing client relationships and billing;
• Communicating with clients;
• Ensuring website and IT security;
• Recruitment and onboarding;
• Managing contractor relationships;
• Complying with legal and regulatory obligations.

Subject to consent, Swiss Rep Link SA may send newsletters and communications regarding its activities. Consent may be withdrawn at any time by contacting julien@swissreplink.ch.

1.6 Sharing of Personal Data

Swiss Rep Link SA may share Personal Data with:

• Service providers: IT providers, auditors, consultants, and event venues, subject to confidentiality obligations; 
• Swiss Rep Link SA uses Microsoft 365 services, including Microsoft Entra ID, SharePoint Online, Microsoft Teams, and Exchange Online, to support authentication, communication, collaboration, and document management. Personal data may be processed by Microsoft and its affiliates acting as technology service providers in accordance with applicable contractual, legal and regulatory requirements;
• Financial institutions: for invoicing and payments;
• Authorities and courts: where required for legal proceedings or regulatory compliance.

Personal Data may be transferred within Switzerland or abroad, including to jurisdictions that may not provide the same level of data protection. Transfers are conducted in accordance with applicable laws.

Swiss Rep Link SA does not sell Personal Data and does not engage in profiling or automated decision-making.

1.7 Data Retention

Personal Data is retained as long as necessary for the purposes described and in accordance with legal obligations. Data is securely destroyed in accordance with internal procedures.

1.8 Legal Basis for Processing

Processing is based on consent, contractual necessity, legitimate interests, or compliance with legal obligations under applicable laws.

1.9 Data Subject Rights

Under Swiss law, individuals may request:

• Access: confirmation and a copy of Personal Data processed;
• Rectification or deletion: correction or deletion subject to legal exceptions;
• Information on transfers: details of third-party transfers.

Requests may be sent to julien@swissreplink.ch.

2. Security and Confidentiality

Swiss Rep Link SA implements appropriate technical and organisational measures to ensure the confidentiality and integrity of Personal Data and restricts access to those with a legitimate need to know.

3. Cookies

Cookies are small text files stored on a user’s device when visiting www.swissreplink.ch or opening marketing emails. Cookies may be used to improve website performance and collect statistical information.

Third-party providers such as Google may process usage data in accordance with their own privacy policies. Users may adjust browser settings to block or delete cookies. Where required by applicable law, non-strictly necessary cookies are activated only after the user has provided consent through the cookie management tools available on the Website. Further information is available in our Cookie Policy.