Data protection - Meeting- und Seminarräume Zollhaus und Kalkbreite

Kalkbreite Cooperative Privacy Policy

The protection of your privacy, the confidentiality of your data and ensuring transparent information about the handling of such data are very important to the Kalkbreite Cooperative.

This privacy policy provides information about the personal data that we process, and for which purposes. Personal data comprises all information relating to an identified or identifiable natural person.

Processing includes any handling of personal data regardless of the means and procedures used, in particular the retention, disclosure, collection, deletion, backing up, modification, destruction and use of personal data. All personal data obtained by us is processed in accordance with the Swiss Data Protection Act (Datenschutzgesetz, DSG), regardless of whether it originates from tenants, prospective tenants, cooperative members, guests of our flexi premises (hotel and meeting rooms), lenders, business partners, website users, newsletter subscribers, applicants or other persons.

Our regulations and guidelines (e.g. the rental regulations for Kalkbreite Cooperative apartments) may contain supplementary information on our data processing.

Controller and contact

The controller for this website and the processing described in this policy is

Kalkbreite Cooperative
Kalkbreitestrasse 2, 8003 Zurich, datenschutz@kalkbreite.net

If you have any questions about our handling of your personal data or other data protection concerns, you can contact us at the aforementioned address.

Collection and processing of your personal data

2.1. Contacting us

We obtain personal data when you contact and communicate with us by post, telephone, through our email addresses, a contact form or otherwise. In particular, this data includes your name, contact details, information about your role in the organization in which you work or on whose behalf you communicate with us, your message to us (e.g. information about your request). Such data is stored and processed for the purpose of handling your request and communicating with you.

If you provide us with personal data from other persons (e.g. employees or relatives), you are responsible for informing the person of this.

2.2 Membership and Cooperative administration

As part of our membership administration, we process personal data about members of the Kalkbreite Cooperative that they provide to us when they register or subsequently. This data includes the name, contact details, profession, function and information about the role in the organization in which the member is active. In addition, we process information on joining and leaving dates, membership fees and membership category, share capital, deposits, names, contact details, function, election/appointment year and duration of function of our bodies, board members and officers, minutes and agendas of meetings, invoices and accounting records.

We process this data for membership and cooperative administration, for accounting purposes, to conduct meetings, to address the concerns of members and other persons, to provide our services and to issue notifications.

2.3 Registration for a rental property

When you register for or express an interest in renting a home or business premises from us, we collect and process the data that you provide to us in the corresponding form. This information may include, but is not limited to, the following personal data: surname, first name, contact details, date of birth, marital status, nationality, gender, family situation, details of any disability or guardianship, income and assets, tax certificates, debt collection register extracts, information on any previous tenancy, references from landlords or employers, information in covering letters and information from job interviews.

We process this data for the purpose of processing your application, managing interested parties and informing you when the rental property for which you have applied or a similar rental property is available. The data is kept until the apartment or commercial space is assigned.

2.4 Conclusion and execution of a rental agreement

When you conclude a rental agreement for a residential property or commercial premises with us, in addition to the information from the registration process, we record and process the data that you provide to us for the conclusion of the rental agreement (including surname, first name, contact details, date of birth, marital status). We need this information for the conclusion and execution of the lease.

During the tenancy, we collect and process other information that we receive directly from you or from other persons such as our maintenance staff or that arises in connection with the execution of the tenancy. This information may include apartment acceptance records, contract changes, details of loans or share certificates, details of housemates, occupancy and use of the rental property, emergency contacts, details of water, electricity and heating energy consumption, rent and service charge statements, correspondence with you and other details relating to the tenancy.

We process this data in order to execute and terminate the tenancy, and to deal with your concerns and the concerns of other persons in connection with the tenancy.

2.5 Funds

For the granting of financial support through our funds (e.g. the Solidarity Fund, Mandatory Loan Fund, Innovation Fund), we collect and process personal data about the applicants (tenants) and their dependents. This includes names, contact details, details of the tenancy, financial information, family situation, reason for requesting financial support and details of the project.

We process this data in order to handle the request and to provide our services.

2.6 Guesthouses

If you book a room in a guesthouse with us, we collect and process your surname, first name, contact details, credit card details, passport copies and details of your booking. We require this information to make the reservation, to conclude and execute the contract, and to provide you with the booked service.

During your stay, we collect and process other information that we receive directly from you or from other persons, such as our reception staff, or that arises in connection with the processing of the contractual relationship. This information may include contract changes, details of fellow travelers and correspondence with you.

We process this data in order to carry out and terminate the contractual relationship, to deal with your concerns and the concerns of other persons in connection with the contract, and to provide our services.

The data protection provisions on the booking platform or online check-in also apply to the processing of personal data during the booking process and online check-in.

Insofar as we require a legal basis for this processing, this lies in the execution of pre-contractual measures, the processing of the contract, the consent granted by you and in our legitimate interest.

2.7 Flexi meeting rooms

When you book flex meeting rooms with us, we collect and process your surname, first name, address, contact details, information about your role in the organization for which you work or on whose behalf you are communicating with us, as well as other information about your booking. We require this information to make the reservation, to conclude and execute the contract, and to provide you with the booked service.

During the period of use, we collect and process other information that we receive directly from you or from other persons, such as our maintenance staff or receptionists, or that arises in connection with the processing of the contractual relationship. This information may include contract changes, details of other users and participants, and correspondence with you.

We use the external booking platform of wy.by AG, based in Switzerland, to book flex meeting rooms. For more information on the processing of personal data by wy.by AG, please refer to the company’s privacy policy at www.wyby.ch.

2.8 Provision of services and processing of other contracts

We process personal data that we receive in the course of our business activities, the provision of our services (e.g. the granting of loans) and the processing of contracts concerning our customers, business partners, the points of contact for our customers and business partners, and other persons. In this context, we collect contact details, details of the contract and interactions in particular. The provision of services and the execution of contracts include everything that is necessary or expedient to select a contractual partner, and to conclude, execute and enforce a contract.

2.9 Events

For the organization and execution of events (such as guided tours), we collect and process personal data of members, interested parties, participants and partners of the event, in particular contact details, lists of participants, invoices, photos and films.

2.10 Newsletter

We use the contact details of our members and newsletter subscribers to send out electronic newsletters.

We include partially visible and invisible image elements in our newsletters that help us determine whether and when the email was opened, so that we can measure and better understand how our offers are used and can be improved.

You may unsubscribe from the newsletter at any time, including by clicking the “unsubscribe” link in the newsletter. If you unsubscribe, your wish not to receive any more newsletters will be noted in the system.

2.11 Applications for vacancies

If you apply for a job with us, we process your CV and the other data in your application file and from the interviews. With your consent, we also obtain information from the reference persons named by you. We require this data for the application process.

If the application does not lead to an employment relationship, the application documents will be deleted after no more than six months and the names of the applicants will be deleted 12 months after the end of the application process, unless you have consented to a longer retention period or the deletion does not conflict with any legitimate interests of ours.

If you apply online for a vacancy via a job exchange or an employment agency, the respective data protection conditions of these platforms and providers also apply.

2.12 Information collected automatically when visiting the websites

When calling up and using our websites, certain technical information is automatically collected and stored in log files. In particular, this technical information includes: device information (hardware model, operating system version, device identification, etc.), log data (IP address, information about operations and devices such as system activities, browser type, browser language and date and time of browser activities, pages visited and content viewed, etc.).

This data is collected automatically as soon as you visit our websites. We use this data to provide the functions of the websites and to ensure their proper and secure operation. In addition, we evaluate this data for statistical purposes, e.g. to determine which pages are favored or how many times they are accessed and when. Such evaluation takes place on an aggregated basis, without this data being related to your person. We use the knowledge obtained in this way to improve and further develop our websites and content.

2.13 Cookies and similar technologies

We use cookies and similar technologies on our websites. Cookies are files that are stored on the user’s device and collect information about visitors and the use of our websites. These cookies help us understand how visitors behave on our websites by providing us with information about which areas they visited, how long someone stayed in each area, and what problems occurred. This helps us to improve the performance of our websites. Cookies are also necessary for displaying our websites to you correctly and to ensure their stability and security.

If you do not want cookies to be used during your visit, you can disable their use in your browser settings. In this case, certain parts of our websites may not function or may not function fully.

2.14 Google Analytics

Our websites use functions from web analysis service Google Analytics from Google Inc., USA.

Google Analytics also uses cookies. The information generated by the cookies about your use of our website is usually transmitted to a Google server in the USA and stored there. We have activated the IP anonymization function on our websites. This means that your IP address is usually shortened by Google before being transmitted to the USA.

Among other things, Google Analytics enables evaluation of the use of our websites. Based on this information, we improve the content of our websites and create anonymous statistics about their use for internal purposes and for the purpose of market research. We do not evaluate this information on a personal basis.

For more information about cookies and Google Analytics, please see Google’s privacy policy at https://support.google.com/analytics/answer/6004245?hl=en.

2.15 Social media

Controls/share buttons (social media plugins) may be placed on our websites to establish contact with the servers of social networks (Facebook, Instagram, LinkedIn, etc.). When you open one of our pages, social media plugins may store cookies on your computer. If you are also a user of a social media platform, the operator of this platform can track which pages you visit, unless you have deactivated the acceptance and storage of cookies in your browser settings.

If you click on one of these social media share buttons, data such as your IP address, website visit, etc. is transmitted to the respective operator of the social network. This data transmission occurs without our intervention. The privacy policy and terms of the respective social network apply.

If you use social bookmarks, identifiable information is sent to the corresponding social media platform. Any comments or activities originating from people using these social bookmarks are not controlled or supported by us.

2.16 Other purposes

In addition to the aforementioned purposes, we may also use the personal information we collect to comply with our legal obligations (including accounting), to protect and enforce our rights, to defend ourselves in connection with legal disputes and official proceedings, and to prevent and investigate crimes or misuse of our services.

Disclosure of personal data

We share personal data with third parties in the following situations:

with third parties that we have engaged to provide services on our behalf, such as hosting and support of our websites, the provision of IT infrastructure, applications and services, or applications for the booking platforms or newsletter distribution;
with authorities or other third parties if we are legally obligated to do so or if it is necessary to protect our interests, for instance in combating abuse or upholding the law;
if necessary for the processing of a contract with you, for example, with the payment service provider entrusted with processing payments;
within the scope of the purposes described in Section 2;
with our ombudsman’s office, if it is called upon as a conciliation body or to resolve conflicts;
if you have consented to such disclosure; or

with acquirers or parties interested in acquiring businesses or operations from us or in connection with a restructuring, merger, transfer or other disposition of our organization, assets or parts thereof.

Disclosure of personal data abroad

Our websites and your data are generally hosted on servers in Switzerland.

We use the external booking platform of wy.by AG, based in Switzerland, to book flex meeting rooms. For the provision of its services, wy.by AG uses third parties who also process personal data in other European and non-European countries (namely the USA). For more information on the processing of personal data by wy.by AG, please refer to the company’s privacy policy at www.wyby.ch.

For booking rooms in the guesthouses we use the external booking platform of simplebooking.it from QNT S.r.l., based in Italy. For online check-in and filling out the digital registration form we use a solution from straiv GmbH, based in Germany. For the provision of their services, these companies use third parties who also process personal data in European and non-European countries. For more information on the processing of personal data by QNT S.r.l. and straiv GmbH, please refer to the companies’ privacy policies at: simplebooking.it and Straiv.

We use the MailChimp tool from The Rocket Science Group LLC, based in the USA, to send our newsletters. The Rocket Science Group processes personal data at locations in the USA.

Where we disclose data to recipients abroad, we take the legally required precautions to protect personal data. Where we transfer personal data to a country without adequate legal data protection, we ensure an adequate level of protection by concluding data protection clauses with the recipients of the data as required by law or rely on the legal exceptions, such as your consent, the conclusion or processing of a contract, or the establishment, exercise or enforcement of legal claims. If you are interested, documentation relating to these measures can be obtained from the office mentioned in Section 1.

Your rights

Persons whose data we process have the right, within the scope of the data protection law applicable to them, to request information about the personal data concerning them and to request that it be corrected or deleted. Insofar as our processing is based on consent, every data subject also has the right to revoke this consent at any time with future effect.

To exercise such rights, please contact the office mentioned in Section 1.

Changes to this privacy policy

We reserve the right to change this privacy policy at any time. We will issue notification of such changes in an appropriate manner, e.g. by publishing them on our website. The new version comes into force upon such notification.

25.08.2023