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Swissgenetics Data Protection Policy

Swissgenetics Data Protection Policy

1 Data privacy provisions

This Privacy Policy describes how Swissgenetics Genossenschaft (hereafter referred to as Swissgenetics) handles personal data. The protection of privacy and of personal data are very important to Swissgenetics. Therefore, data are handled with care in order to ensure a high level of data security.

We hereby state that this Privacy Policy is not a definitive description of data processing at Swissgenetics and that individual content items may be regulated, in full or in part, by specific data privacy provisions or General Terms and Conditions (with or without reference to this in this Privacy Policy).

2 Internal organisation

2.1 Scope

This Privacy Policy is published in German, French and English. In the event of differences, the German wording prevails.

To facilitate reading of this document, it does not use feminine, masculine or any other forms. The masculine form used includes feminine and other forms.

2.2 Responsibilities

At Swissgenetics overall responsibility for data privacy lies with the Executive Board. The responsibility is not transferable.

The company data protection officer with his team (data protection team) is responsible for implementing data protection within the company.

Elvadata AG is responsible for IT issues such as operating systems, applications, database, network and data security.

The data protection team controls compliance with data privacy, advises the Executive Board, management and employees and supports them in the operational implementation of data protection in the company.

2.3 Contact point

Questions related to privacy and data protection should be addressed to the following:

Swissgenetics Genossenschaft
Data Protection Officer
Meielenfeldweg 12
3052 Zollikofen
031 910 62 62

2.4 Organisation

The head of support acts as the data protection officer at Swissgenetics. He works together with the data protection team. Team members represent the different departments.

The data protection team controls compliance with data privacy, advises the Executive Board, management and employees and supports them in the operational implementation of data protection in the company.

3 Relevant data

Relevant data according to this provision are all personal data which refer to an identifiable natural person. These include all address information, all information required for processing and fulfilling an order (e.g. consultancy, sale, purchase, mandate, etc) along with all other personal data which a person provides when in contact with Swissgenetics or to which Swissgenetics has access.

The most important personal data are:

  • Contact, ID and login data
  • Personal information
  • Financial data
  • Contractual data
  • Operating data
  • Interaction and usage data
  • Website information

4 Data security

Since most data are held digitally at Swissgenetics, data security is primarily defined by the “ICT Concept” and specifically in Points 4 and 8.

The “IT Security Guidelines” also apply.

5 Processing directory

The handling of personal data within Swissgenetics is governed by the processing directory. This specifies the available data collections per business division along with the corresponding access authorisations and defines the structure of existing data. In order to ensure data security, the processing directory also stipulates data type and data origin. The processing directory also includes the requisite protective measures for existing data.

The processing directory is updated on an ongoing basis.

6 Handling instructions and processes

6.1 Basis

This Privacy Policy governs the handling of personal data in daily professional life and ensures that situations that regularly occur in everyday life are handled correctly in terms of data protection law. These include handling data from telephone or written enquiries, via email or through other channels. By using the online platforms offered by Swissgenetics you accept these privacy provisions and consent to the processing of your data in accordance with these privacy provisions.

6.2 Job applications

If you apply for a job at Swissgenetics, we process the personal data that we receive from you as part of the application procedure (via post, email or through other channels). In addition to your personal details these include your education, work experience and skills, your usual correspondence data such as email address and telephone numbers. All documents submitted by you in relation to your application, such as your CV and certificates, are also processed.

These data are only saved, evaluated, processed or forwarded internally as part of your application. They may also be used for statistical purposes (e.g. reporting). In this case no conclusions on an individual person can be drawn.

Your application details are stored separately from other user data and are not merged with these.

If we conclude an employment contract with you, the data transferred are used to compile the employment relationship documentation in compliance with statutory regulations. If the application procedure ends without a hire or appointment, your personal data will be deleted at the latest after 12 months, if you have not given your consent to us to retain your data for a specific period for further application procedures.

6.3 Collection and storage of personal data

To make use of services or to accept orders, a registration and/or creation of a user account is required. As part of the registration, personal data such as first name, surname, place of residence, telephone number, email address and any other data are collected and saved. Swissgenetics collects and stores personal data where these are required for services such as orders, use of offers, etc.

For the acceptance of insemination orders, personal data such as telephone number and voicemail are stored.

If you send us enquiries via the contact form, the information you provide in the enquiry form, including the contact details you enter there, will be used for the purpose of processing your enquiry and to answer any follow-up questions.

Swissgenetics does not forward any personal data without your consent. These details and our approach for handling your data also apply to orders.

We only save your personal data that you transmit to us for as long as they are required in order to fulfil the purposes for which these data were transferred, or for as long as this is prescribed by law.

The main storage of all data that Swissgenetics requires to fulfil customer-oriented insemination orders are saved on the storage platforms of Elvadata AG. Elvadata AG is certified according to ISO 27001.

6.4 Usage and disclosure of personal data

By inputting your personal data you consent for Swissgenetics to process and use them for the following purposes:

  • Fulfilment and settlement of contractual and legal obligations
  • Financial matters between Swissgenetics and customers
  • Marketing activities, in particular to maintain customer relationships
  • Optimisation of products and services
  • Analyses and statistics of user behaviour

6.5 References and links

Websites, online platforms and applications of Swissgenetics include references and links to third-party websites. We are not responsible for the content of the links to other websites included on our website.

6.6 Cookies

Some of our web pages use cookies. Cookies do not harm your computer and do not contain viruses. Cookies are used to make our websites more user-friendly, efficient and secure. Most of the cookies we use are session cookies. They are automatically deleted after your visit. Other cookies remain stored on your device until you delete them. These cookies enable us to recognise your browser the next time you visit the website.

You can prevent our website setting cookies at any time through a corresponding setting on the internet browser used and thereby permanently revoke the setting of cookies. Any cookies that have already been set can also be deleted at any time via an internet browser or other software programs. This is possible in all common internet browsers.

Please note that disabling cookies may impair the functionality of our website.

6.6.1 Cookies used by Swissgenetics and their function

See Cookies listing at the end of this Privacy Policy.

6.6.2 Privacy Policy regarding Google Analytics

This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, which enable the website to analyse your usage. We use this analysis to consistently optimise the website based on your usage requirements. The IP address that your browser transmits within the scope of Google Analytics will not be associated with any other data held by Google.

Swissgenetics performs IP anonymisation on this website, whereby your IP address will first be truncated by Google. This makes it impossible to personally identify you via the IP-address.

6.7 Newsletter

If you want to receive the Newsletter that is offered on our website, we require a valid email address from you as well as information that allows us to verify that you are the owner of the specified email address and that you agree to receive this newsletter. Additional data are not collected. We solely use these data for sending the requested information and we do not forward them to third parties.

You may revoke the consent you granted for the storage of the data and the email address and for their use for sending the Newsletter at any time via the “Unsubscribe” link in the Newsletter.

6.8 SSL encryption

The websites and online platforms of Swissgenetics use SSL encryption for reasons of security and to protect the transfer of confidential content, such as the enquiries you send to us as a user of the website. You can recognise an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line. When SSL encryption is activated the data that you transfer to us cannot be read by third parties.

6.9 Duty to inform regarding the acquisition of personal data

Art. 19 and Art. 20 DSG [Swiss Data Protection Act] and Art. 29

Controllers inform the data subject in an appropriate way about the acquisition of personal data; this duty to inform also applies if the data are not acquired from the data subject.

This duty to inform does not apply if the data processing is legally specified.

6.10 Internal data processing

Swissgenetics operates an authorisation system which ensures that personal data can only be accessed by those employees who require such access in order to carry out their duties. This authorisation system at Swissgenetics further ensures that that the data are not accessible to unauthorised persons.

As a general rule data access is controlled at business division level.

6.11 Processing by the order processor

Pursuant to DSG Art. 9, the processing of personal data can be transferred contractually or by legislation to an order processor. This provision stipulates that the order processor is only allowed to process the data in the way that Swissgenetics itself is allowed to do and that no statutory or contractual non-disclosure obligation forbids the transfer.

Data processing and data retention by third parties must be regulated contractually with the relevant partners.

7 Data transfer abroad

In the event of a data transfer abroad, a data processing agreement with the relevant partners must be concluded.

8 Right of access of the data subject

Access requests: Form, content and address, DSG Art. 25 et seq.

Access requests are to be sent in writing with a copy of ID or a passport to the following address and contact person:

Swissgenetics Genossenschaft
Data Protection Officer
Meielenfeldweg 12
3052 Zollikofen

This person or representative is responsible for the prompt processing of the request.

9 Right to erasure, blocking

You have the right at any time to block or erase your data. To do this please contact the address under Right of access of the data subject

10 Right of access in the event of data security breaches

In accordance with DSG Art. 24, data security breaches (e.g. following a hack) must be reported as quickly as possible by the data protection officer to the Swiss Federal Data Protection and Information Commissioner (EDÖB).

The data protection officer must document the data security breaches and inform the owners of the affected data of the data security breaches.

11 Retention period and disposal

Personal data which are no longer required for processing are erased or processed according to internal guidelines and archived for the defined period and then erased.

12 Amendments and consent of users to the data privacy provisions

Swissgenetics reserves the right to adapt the Privacy Policy to new or changing needs as well as to statutory requirements. The current version is available to you at all times in electronic form. With the continued use of websites, online platforms, data network and applications you consent to the relevant and valid data privacy provisions.

Issued: June 2023 – Swissgenetics cooperative

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