Privacy Policy

Name and Address of the Controller

Data Controller
SwissMentor AG
François Zbinden
Brückfeldstrasse 16
3012 Bern
Switzerland
Email: info@swissmentor.ch
Phone: +41 31 511 28 20

Scope

This privacy policy applies to:
Visitors to our website – including all sub-pages and online offerings that refer to our domain.
Customers and users of our SaaS school management software – this concerns all types of data collection and processing related to the use of the software service.

Collection and Processing of Personal Data

Data Processing When Visiting Our Website

When visiting our website, the following data is automatically recorded in server log files:

IP address (possibly in anonymised form)
Date and time of the request
Time zone difference to Greenwich Mean Time (GMT)
Content of the request (specific page)
Access status / HTTP status code
Amount of data transferred
Website from which the request originated
Browser type and version
Operating system and its interface
Language and version of the browser software

This data is collected to enable the use of our website (establishing a connection) and to permanently ensure the security and stability of the system. We reserve the right to subsequently check the log files if there are specific indications of unlawful use.

Cookies

Our website partly uses cookies. Cookies do not cause any damage to your computer and do not contain viruses. Cookies serve to make our offering more user-friendly, effective and secure. These may be temporary cookies (session cookies) or permanent cookies.

Note: You can configure your browser settings so that no cookies are stored, or so that a notice always appears before a new cookie is created. However, completely disabling cookies may mean that you cannot use all functions of our website.

Google Analytics

We use Google Analytics on our website, a web analytics service provided by Google LLC (USA) or Google Ireland Limited (Ireland) for EU users. Google Analytics uses cookies that enable an analysis of your use of the website.

The information generated by the cookie about your use of this website is generally transmitted to a Google server and stored there. When IP anonymisation is activated on this website, your IP address is first truncated by Google within the member states of the European Union or in other contracting states of the Agreement on the European Economic Area. In exceptional cases, the full IP address may be transmitted to a Google server in the USA and truncated there.

Google uses this information on our behalf to evaluate your use of the website, to compile reports on website activities and to provide us with other services related to website and internet usage. The IP address transmitted by your browser within the framework of Google Analytics is not, according to Google, merged with other data.

You can prevent the storage of cookies by configuring your browser accordingly. In addition, you can prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) by Google, as well as the processing of this data by Google, by downloading and installing the browser plugin available at the following link: https://tools.google.com/dlpage/gaoptout

Further information on data protection at Google can be found here: https://policies.google.com/privacy?hl=en

Data Processing When Using Our SaaS School Management Software

Registration and Use

During registration and use of our software, we process the personal data you provide to us for the purpose of fulfilling the contract or pre-contractual measures. This may include the following categories of data:

Master data (surname, first name, address, email, phone, ...)
Contract and payment data (for billing purposes)
Content that you upload or process yourself (e.g. documents, notes, contact details of pupils and teachers)

Processing is carried out for the purpose of fulfilling our contract (user agreement/SaaS contract) with you, providing our services and ensuring customer service. We process your data for as long as it is necessary for the fulfilment of our contractual and legal obligations.

Location of Data Processing and Retention Periods

In principle, we process your data in Switzerland and/or in data centres of partners within the EU or EEA, unless otherwise agreed or legally required. We always comply with the requirements of Swiss data protection law.

If a statutory retention period exists, we retain the relevant data for the duration of that period. Upon expiry of the deadline, the data is systematically deleted, unless it is still required for the fulfilment or initiation of the contract.

Data Disclosure and Transfer

We do not disclose your personal data to third parties, except where:

a legal obligation to disclose exists,
you have expressly consented to the disclosure,
disclosure is necessary for the fulfilment of our contractual obligations (e.g. to payment service providers),
a legitimate interest exists (e.g. for asserting, exercising or defending legal claims).

Data collected by Google Analytics falls under Google's responsibility (see section 3.3.).

Data Security

We take appropriate technical and organisational security measures (such as encryption, access restrictions, firewalls, etc.) to protect your data against unauthorised access, loss, misuse or destruction. Our security measures are continuously improved in line with technological developments.

Your Rights

Within the framework of data protection provisions (in particular the FADP in Switzerland), you have the following rights:

Right of access: You may request information about the personal data we have stored about you.
Right to rectification: If your data is inaccurate or incomplete, you may request its correction.
Right to erasure: You may request the deletion of your personal data, provided no statutory retention period or other justifying reason stands in the way.
Right to restriction of processing: You may request the restriction of the processing of your data if certain conditions are met.
Right to object: You may object to the processing of your data if we process it on the basis of a legitimate interest.
Right to data portability: To the extent provided by law, you have the right to receive the data you have provided in a structured, commonly used and machine-readable format.

To exercise these rights, please contact us using the details provided above.

Changes to This Privacy Policy

We reserve the right to update this privacy policy from time to time. The current version is available on our website. Please inform yourself regularly about the current content of the privacy policy.

Contact and Questions

If you have any questions regarding this privacy policy or the processing of your personal data, please contact us at:
SWISSMENTOR AG
Brückfeldstrasse 16
3012 Bern
Switzerland
Email: info@swissmentor.ch
Phone: +41 31 511 28 20

Bern, 28.2.2025

SWISSMENTOR AG