Privacy policy

This policy explains which personal data Zeitklar processes, why, who receives it and what rights you have. It applies to the Zeitklar website and the process check. This is a translation; the German version is binding.

1. Controller

Email: kontakt@getzeitklar.ch
Please write to this address with any question about data protection or to exercise your rights.

2. What data we process and why

Your account

Name, email address and password. We only store the password encrypted (as a hash); nobody can read it. We need this data so you can sign in, so only you see your process checks, and to send you confirmation and password emails.

Signing in

While you are signed in, we store the IP address and your browser's identifier (user agent) with your session. This protects your account. A session ends after 14 days at the latest or when you sign out.

Process checks

Your description of the problem, your answers to the questions, the details recognised from them (for example hours per week or your software), the report, the language and the times. We need them to create your report. We also look at process checks ourselves to find errors and improve Zeitklar.

Please do not enter client names, account numbers or other personal data of third parties. A description of your workflow is enough for the report.

Automations and your clients' data

When you set up an automation, we store its settings and the list you upload: client name, contact person, email address, missing documents, due date and reference, plus the reminder drafts and who approved them when. We process this data of your clients on your behalf and only to create the reminders. You remain responsible towards your clients. It is deleted when you delete the automation or your account.

Interest from other industries

If you register interest for another industry on the home page: your email address, the industry and, if you give it, your description. We use them only to let you know as soon as Zeitklar is ready for your industry, and to decide which industry we support next. We delete them after 12 months at the latest, immediately on request.

Call requests

If you request a call: your preferred time and, if you give them, phone number and message. We use them only to arrange an appointment with you.

Server logs

For every request, the server stores the IP address, the time and the address requested. We need this to run the service securely and to detect faults and misuse.

3. Cookies

We set only one technically necessary cookie: it keeps you signed in. There are no analytics, advertising or tracking cookies, no third-party visitor statistics and no externally loaded fonts.

4. Who receives your data

We do not sell data or pass it on for advertising. The following providers process data on our behalf and only for the purposes stated:

• Infomaniak Network SA, Geneva, Switzerland: servers, database and sending emails. Your data is stored in Switzerland.
• OpenAI, USA: analyses your problem description and your answers to ask questions and write the report. OpenAI does not receive your name or your email address. OpenAI does not use this data to train AI models and keeps it for at most 30 days to detect misuse; after that it is deleted unless a legal obligation requires otherwise. For reminders, OpenAI only receives the description of the missing documents and the due date, never names or email addresses of your clients.

We only hand data to authorities when the law requires us to.

5. Disclosure abroad

The analysis by OpenAI may take place in the USA and in other countries where OpenAI or its sub-processors operate. These countries do not always offer a level of data protection equivalent to Switzerland's. The transfer is safeguarded by the European Commission's standard contractual clauses, recognised by the Federal Data Protection and Information Commissioner (FDPIC) (Art. 16 para. 2 FADP), with the adaptations needed for Switzerland. They are part of the data processing agreement with OpenAI. All other data stays in Switzerland.

6. How long we keep data

• Account, process checks and call requests: until you delete your account. Under «My checks» → «Delete account» you delete your account and all your process checks immediately and for good.
• Server logs: 30 days.
• Backups: deleted data disappears from the backups after 30 days at the latest.
• Links in confirmation and password emails are valid for one hour at most.

7. Data security

The connection to Zeitklar is encrypted (HTTPS). We store passwords only as a hash. Only we as the operator have access to the data. We take appropriate technical and organisational measures to protect your data against loss and unauthorised access.

8. No automated decisions

The report contains an assessment of whether an automation is worth it. This assessment is a calculation from your answers and marked estimates. It has no legal consequences for you, and we do not use it to make any decision about you.

9. Your rights

Under the Data Protection Act you have the right in particular to

• be told which data we process about you,
• have incorrect data corrected,
• have your data deleted and object to processing,
• receive your data in a common electronic format.

To do so, write to kontakt@getzeitklar.ch. We may ask for proof of your identity. You can also lodge a complaint with the Federal Data Protection and Information Commissioner (FDPIC).

10. Changes

We update this policy when Zeitklar or the law changes. The version published here applies.