PRIVACY POLICY

1. Introduction

Our notarial office, Notariat Grogg AG, located in Grindelwald, respects your privacy. We are committed to handling any information and data obtained from or about you carefully and responsibly at all times and to processing such data in compliance with the applicable data protection regulations.

Below you will find information on how we process your personal data when you use our services or otherwise have a relationship with us, communicate with us, or are otherwise in contact with us. Within our various locations, we process your personal data in accordance with this Privacy Policy and, in particular, for the same purposes.

Insofar as we perform our principal professional activities (in particular public notarisation as well as all preparatory and execution-related activities required for this purpose), the Cantonal Data Protection Act of the Canton of Bern (BSG 152.04) generally applies.

2. Our Contact Details

We are responsible for the processing of your personal data:

Notariat Grogg AG
Spillstattstrasse 53
CH-3818 Grindelwald
office@notariatgrogg.ch

If you have any requests relating to the protection of your personal data, you may contact us by email or by post at the above address.

3. Personal Data

“Personal data” refers to all information relating to an identified or identifiable natural person. This includes various categories of information you provide to us, such as name, contact details, email address, title, information about the company you work for, telephone number, date of birth, AHV num-ber, client history, powers of attorney, signing authorisations, declarations of consent, financial information such as payment details, IP address, contract data arising in connection with the conclusion or performance of a contract, as well as other information relating to you. Statistical or anonymised data that cannot be directly linked to your person does not fall under this definition.

We receive such data either directly from you as the data subject or from any third parties involved, such as contractual parties, authorities, banks, insurance companies, or opposing parties. Where per-mitted, we also process data about you that we have collected ourselves, for example from public registers or websites. This includes, in particular, master data and contract data. If you provide us with data about other persons, we assume that you are authorised to do so, that such data is correct, and that you have ensured that these persons have been informed of such disclosure and have given their consent where necessary.

A “data subject” is a natural person whose personal data is processed. “Processing” means any handling of personal data, including collection, storage, retention, use, modification, disclosure, archiving, deletion, or destruction.

4. Legal Basis and Purposes of Data Processing

We primarily process your personal data in connection with our contractual relationship with you and any third parties involved, for the purpose of initiating, concluding, managing, and performing contracts, including in particular for:

Clarifications with banks, insurance companies, asset managers, and non-public registers; obtaining powers of attorney; settling bank accounts; obtaining private documents for the pre-paration of inventories; receiving and disbursing funds in connection with the execution of notarised contracts; drafting articles of association and contracts not requiring notarisation; conducting contract negotiations; providing legal and tax advice; fiduciary services; acting as executor of wills; and other services such as negotiations with authorities, legal representation in court, obtaining building permits, etc.

In addition, we process your personal data and that of other persons where permitted and deemed appropriate, in particular for the following purposes in which we have a legitimate interest:

Ensuring and improving our operations, in particular our IT systems and website;
Security purposes (IT, building, and asset security and protection of our employees and other persons), e.g. access and entry controls;
Risk management within the scope of corporate governance;
Evaluation of IP addresses and country of origin, but only in the event of attacks on the website’s network infrastructure and for statistical purposes.

We also process your data based on your consent, for example:

Relationship management and improvement of our services and operations (e.g. contact forms), provided you have not objected to the use of your data;
Communication with you and with the categories of recipients listed under section 6 below (e.g. for conducting online meetings).

Where we process your personal data based on your consent, you may revoke such consent at any time. This does not affect data processing activities already carried out. Further processing of your personal data may be based on statutory, regulatory, or official obligations imposed on us (e.g. retention obligations).

5. Applications

We publish job vacancies from time to time (e.g. on our website, on relevant portals, etc.). You may submit your application to us either by post or electronically. In the case of such (digital) applications, as well as unsolicited applications, we store and process your applicant and application data (electro-nically) for the purpose of handling the application process.

If an employment contract is concluded following the application process, we will store the data transmitted during the application in your personnel file for the purpose of the usual organizational and administrative processes, in compliance with any further legal obligations.

If an application is rejected, we will delete the data transmitted to us within one month after completion of the recruitment process. By way of exception, deletion will not take place if the data must be stored for a longer period due to mandatory legal provisions.

If you expressly consent to a longer storage of your data, for example for inclusion in our applicant database, the data will continue to be processed on the basis of your consent. You may revoke your consent at any time by notifying us with effect for the future. A corresponding notice to the contact point named in section 2 is sufficient for this purpose. However, processing operations carried out up to that point are not affected by your revocation.

6. Disclosure of data and transfer of data abroad

Within the scope of the processing purposes mentioned above (section 4), it may be necessary for us to disclose your personal data to the recipients listed below. These recipients process your data either on our behalf, jointly with us, or under their own responsibility. Where we are obliged to do so, we ensure that recipients treat your data confidentially and in accordance with the applicable legal provisions and use your data only for the purpose of the respective service.

External service providers, including processors: banks, insurance companies, trustees, shipping service providers (in particular Swiss Post and couriers), IT service providers (e.g. in connection with email, video conferences, etc. – in this regard we use appropriate communication tools), cloud providers, advertising service providers that carry out analysis and marketing activities for us;
Clients, counterparties and their legal representatives, business partners and other parties involved in any legal proceedings, courts, domestic and foreign authorities, such as commercial registers and land registries.

Recipients may be located both in Switzerland and abroad, i.e. worldwide, which means that your data may also be processed outside Switzerland.

If a recipient is located in a country without an adequate level of statutory data protection, we ensure by contractual means that the applicable data protection requirements are complied with, unless the recipient is already subject to a legally recognized framework for ensuring data protection and we cannot rely on an exception. Such an exception may apply if you have consented to the disclosure or if the data concerned has been made generally accessible by you and you have not objected to its processing. Disclosure is also permitted in the context of legal proceedings abroad, in cases of over-riding public interest, or if the performance of a contract requires such disclosure.

7. Cookies / tracking and other technologies in connection with the use of our website

Our website uses so-called “cookies” and comparable technologies that allow your browser or device to be identified. A “cookie” is a small text file that is transferred to your computer and stored by your browser when you browse our website.

We use various types of cookies on our website, including session-based temporary cookies (so-called session cookies), which are technically necessary for operating the website. These are not stored permanently on your computer; when you leave our website, the temporary cookie is deleted. We also use persistent cookies. These remain stored on your computer and allow us to recognize your browser the next time you visit.

Most browsers (e.g. Firefox, Chrome, Internet Explorer, Safari, etc.) accept cookies by default. In the security settings, you can independently allow or prohibit temporary and permanently stored cookies. The data stored in our cookies is not linked to your personal data (name, address, etc.) without your explicit consent.

7.1 Use of Google Maps (or alternatives)

We use Google Maps on our website. This is an online mapping service provided by the US company Google LLC. It is therefore possible that your data may be transferred to the United States.

By using Google Maps, we are able to display interactive maps directly on our website and enable you to conveniently use the map function. When you visit the website, Google receives the information that you have accessed the corresponding subpage of our website.

This occurs regardless of whether Google provides a user account through which you are logged in or whether no user account exists. If you are logged in to Google, your data will be directly associated with your account. If you do not wish this association with your Google profile, you must log out before activating the button. Google stores your data as usage profiles and uses them for purposes of advertising, market research and/or demand-oriented design of its website.

Such analysis is carried out in particular (even for users who are not logged in) to provide needs-based advertising and to inform other users of the social network about your activities on our website. Further information on the purpose and scope of data collection and processing by Google, as well as further information on your rights and settings options for protecting your privacy, can be found at
https://policies.google.com/privacy.

8. Retention period

We process and store your personal data for as long as this is necessary to fulfill our contractual and legal obligations or to comply with the respective statutory provisions, or for as long as it is necessary for the purposes for which it was collected. Where possible, we generally anonymize or delete your personal data as soon as it is no longer required, or at the latest after the expiry of the statutory retention period.

You may request the deletion of your personal data at any time by submitting a corresponding request to the contact point named in section 2. We will comply with your request unless we are obliged to continue storing the data for other reasons (e.g. statutory retention obligations).

9. Rights of the data subject

You generally have the right to obtain information from us at any time as to whether we process personal data concerning you. Furthermore, you may have your personal data corrected, blocked or deleted by us. Excluded from this are data that we require to process outstanding orders or to assert existing rights and claims, as well as data that we must retain due to statutory provisions. You may also object to the disclosure of certain personal data. In addition, you may request that the data you have provided to us be returned to you.

You may revoke any consent you have given for the use of your personal data at any time. However, your revocation is limited to the storage and use of personal data that we are not permitted to store or use on the basis of statutory authorization without your consent. Your revocation also has no effect on processing operations already carried out on the basis of your consent.

To exercise your rights, please contact us in writing and provide proof of your identity (contact details in section 2). Unless your rights are restricted by statutory provisions or overriding public or private interests, we will be happy to comply with your request.

The supervisory authority for data protection matters is the Swiss Federal Data Protection and Information Commissioner (https://www.edoeb.admin.ch/de).

10. Liability for links

We have no influence whatsoever on the current and future design and content of the linked or referenced pages on our website. This statement applies to all links and references set within our own website. Liability for illegal, incorrect or incomplete content, and in particular for damages resulting from the use or non-use of such information, lies solely with the provider of the page to which reference is made, not with the party who merely refers to the respective publication via links. To the extent permitted by law, we exclude any liability.

11. Data security / technical and organizational measures

We would like to point out that communication with us via the public, freely accessible internet involves certain security risks over which we have no influence or control. Please contact us if you wish to communicate via a secure connection.

For security reasons and to protect the transmission of confidential content, we use SSL or TLS encryption on our website. You can recognize an encrypted connection by the change in the browser address line from “http://” to “https://” and by the lock symbol in your browser bar. When SSL or TLS encryption is activated, data transmitted to us cannot be read by third parties.

To protect your personal data, we also apply technical and organizational measures (TOMs). These measures are regularly reviewed and adjusted.

12. Amendments

We reserve the right to amend this privacy policy at any time. The version currently published on our website shall apply, or the version that we have otherwise provided to you, if applicable. If you are affected by a change to the privacy policy (for example, if you use a newsletter service), we will inform you of such change in an appropriate manner. This privacy policy does not establish a contractual or other formal legal relationship with or on behalf of any party.

PRIVACY POLICY

4. Legal Basis and Purposes of Data Processing

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