Privacy statement

‍When you use our services, you trust us with your information. We recognize that this is a huge responsibility and we do everything we can to protect your data and ensure that you remain in control of it. In this privacy policy, you will learn which data we collect, what purposes we pursue and how we handle your data. All personal data is processed on a lawful basis in accordance with the provisions of the Swiss Data Protection Act (DSG) and the European General Data Protection Regulation (GDPR). We develop a variety of services that help thousands of people do their work easier and better every day.

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This privacy policy applies to all services, websites and newsletters of Exxas AG (hereinafter “Exxas”). Our services include:

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• Business platforms such as Exxas and Online Customer Portal (OCP)
• Sites like exxas.net
• Newsletters such as Exxas News
• Services such as advice and support

1. Personal data collected by Exxas

‍Exxas collects information about you, through our interactions with you, and through our products, services, websites, and newsletters (“Services”). You provide some of this information directly, such as when you create a customer account, sign a contract for your company, request a quote, file a document in Exxas, purchase a service, register a new user, or contact us for support. We obtain this by collecting information about your interactions, usage, and experiences with our services, and through communication.

We rely on a variety of legal regulations and authorizations to process the data (“a legal basis”), including your consent, a balance of legitimate interests, the need to execute and execute contracts, and to comply with legal obligations. This is done for various purposes, which are described below. We also receive data from third parties. We protect third-party data in accordance with the guidelines described in these policies and any other restrictions on the sources from which the data originates.

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These third-party sources may change over time and include:

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• Data brokers from whom we purchase demographic data to supplement the data we collect.
• Services that share user-generated content from their services with third parties, such as local company reviews or public social media posts.
• Communications services, including email providers and social networks, when you give us permission to access your information on those third-party services or networks.
• Service providers that help us determine the location of your device.
• Partners for whom we provide co-branding services and joint marketing activities.
• Generally available data sources, such as public government databases.

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You have choices about the technology you use and the data you share. For example, you can visit our websites and find out about our services without telling us who you are. However, when you visit our websites, we collect technical data. This data includes the IP address and operating system of your device, the date and time of use, the website from which you are visiting us, and the type of browser you use to access our website. Insofar as we process personal data, we do so based on our interest in making the website available, offering you the best possible user experience and ensuring the security and stability of our systems. If you are asked to provide personal information, you can opt out at any time.

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Many of our services use personal information that you provide. If you choose not to provide data necessary to provide a service, you may not be able to use the service. We must also collect personal data by law when we sign or enter into a contract with you. If you do not wish to provide any data, we cannot enter into a contract with you. If this relates to an existing service that you are using, we must stop or stop using it.

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We will let you know if this is the case. The information we collect may include:

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• Name and contact details‍
  ‍‍Your first and last name, email address, postal address, telephone number and other similar contact details.

• credentials
  ‍Passwords, password clues, and similar security information used for authentication and account access.

• Payment details‍
  ‍‍Data that is important for processing your payment, such as your means of payment (e.g. credit card number) and the security code associated with the payment method.‍

• License and subscription data
  ‍Information about your subscriptions, licenses, and other claims.

• interactions‍
  ‍‍Data about the use of Exxas services. When interacting with Exxas, such as when using support or services, we combine these activities with your personal data

• contents
  ‍‍The content of your files and communications that you enter, upload, receive, create, and control. For example, if you have activated full-text search via file content or you store an email in Exxas, we need to analyze that content to be able to present the search results to you. Other content we collect when we provide Services includes: Communications, including audio, video, text (input, drawn, dictated, or otherwise) in messages, email, calls, meeting requests, or chats Photos, images, songs, movies, software, and other media documents that you store, access, or otherwise process with our cloud. videos or recordings. Recordings of events and activities in Exxas buildings and other locations. Your image and voice may be captured at Exxas events.

• Feedback and reviews
  Information and content from messages you send us, such as feedback, survey data, and product reviews that you write. If you use the registration, order or contact forms on our website or inquire about our offers and services by telephone, we collect your contact details and other contract-relevant personal data. We collect and process this personal data for the purpose of providing services and providing information about our services. After your personal data is no longer required for the intended purpose, we delete or anonymize it.

2. How we use personal information

‍Exxas uses the data we collect to provide rich, interactive user and customer experiences. In particular, we use data to:

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• Provide our services, update them, secure them, and troubleshoot issues such as providing support. This includes sharing data when necessary to provide the service or carry out the transactions you have requested;
• improve and develop our services;
• Send advertising to you, including promotions, targeted advertising, and offering relevant offers.

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We also use the data for our company, including analysis and performance, compliance with our legal obligation, our workforce, and development. We therefore combine the collected data from different contexts (e.g. from the use of two Exxas services). When we collect personal information about you, we do so with your consent or as necessary to provide the services you use, for our business, to comply with our contractual and legal obligations, to ensure the security of our systems and our customers, or to fulfill other Exxas' legitimate interests.

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To answer your inquiries, we regularly need your first name, last name, email address, telephone number and your user account (Exxas account). We process this personal data based on our interest to answer your inquiries in the best possible way, to provide and further develop your service agreement, or to optimize your user experience. Based on our interest in informing you about new developments as well as services and offers from Exxas, we will also provide you with appropriate commercial information if you are interested (e.g. via newsletter). However, you can opt out of receiving such information at any time.

3. How we share personal information

‍We share your personal information with your consent or as necessary to complete a transaction or provide a service that you have requested or authorized. If you provide payment information to make a purchase, we will share payment information with banks and other companies that process payments or provide other financial services, as well as for fraud prevention and credit risk reduction.

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We also share personal data with companies controlled by Exxas (Exxas group companies). These include parent, subsidiary and sister companies of Exxas. We also share personal information with suppliers or agents who work on our behalf for the purposes described here. For example, companies we've hired to support customer service or to help protect the security of our systems and services, and may need service providers who need access to personal information to enable these features. In such cases, these companies must comply with our privacy and security policies and may not use the personal information they receive from us for any other purpose. Exxas may also share personal information as part of its business activities, such as a merger or sale of assets.

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We carry out credit checks in cooperation with partners. We may have a collection agency or law firm claim outstanding payments. In doing so, we and our partners process personal data to verify the conclusion of a contract with you or, based on our interest, to avoid payment defaults.

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We use fonts from Google LLC “Google” (Google Fonts) on our websites. To integrate Google Fonts fonts into the website, your browser connects to the Google server. In doing so, the IP address of your device is transmitted to Google. Google logs records of font file queries and protects this data from unauthorized access. Google analyses aggregated data to optimize Google Fonts and to identify which websites use Google Fonts.

4. Personal data that we store and provide on your behalf

‍On your behalf, we collect and process personal data that you save yourself when you use our services. This processing consists of the storage, provision, transmission and deletion of data in accordance with our contractual agreements with you. For example, we store and process personal data on your behalf when you create a new contact in Exxas or we create a user on your Exxas for a new employee. Personal data that we store and provide on your behalf is regulated in the order data processing conditions.

5. Cookies and similar technologies

‍Cookies are small text files that are placed on your device and collect data that can later be read by a domain web server that has placed the cookie. The data often consists of a series of numbers and letters that uniquely identify your computer. However, it may also include more information. Some cookies are placed by third parties who work on our behalf. We use cookies and similar technologies to remember your preferences and settings, which serve your login, deliver personalized advertising, combat fraud, and analyze how our services work, and other legitimate purposes:

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• Save your preferences and settings
  ‍We use cookies to save your preferences and settings on your device, and to improve your experience. Saving your preferences in cookies, such as your preferred language, prevents you from having to set your preferences repeatedly.

• Login and authentication
  We use cookies to authenticate you. As soon as you log in to a website with your personal account, a unique ID number and the time you signed in are stored in an encrypted cookie on your device. This cookie allows you to visit various pages within the website without having to log in again on each page. You can also save your login information so that you don't have to log in every time you return to the website.

• surety
• ‍We use cookies to store information that protects our products and to detect fraud and misuse.

• Save the information you provided on a web page
  We use cookies to store information that you have shared. When you provide information to Exxas, such as by adding products to the shopping cart when shopping on Exxas websites, we store the data about the products and information that you have added in a cookie.

• social media
  ‍Some of our websites contain social media cookies, including cookies that allow users signed in to the social media service to share content via that service.

• feedback
  Exxas uses cookies so that you can provide feedback on a web page.

• analysis
  We use third-party cookies and other recognition options that collect usage and performance data. For example, we use cookies to determine the number of unique visitors to a website or service or to collect other statistics about the operation of our services. In doing so, we use Google Analytics and other analysis services. The information generated by the cookie about your use of the website is transmitted to a Google server in the USA and stored there. However, Google will abbreviate your IP address beforehand within member states of the European Union or in other states party to the Agreement on the European Economic Area and thus anonymize it. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and abbreviated there. On behalf of the website operator, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide other services related to website activity and Internet usage to the website operator. Google may also transfer this information to third parties if this is required by law or if third parties process this data on behalf of Google. The IP address transmitted by your browser as part of Google Analytics is not combined with other data from Google. You can prevent cookies from being saved by setting your browser software accordingly; however, we would like to point out that in this case you may not be able to fully use all functions of the Exxas websites. You can also prevent Google from collecting the data generated by the cookie and related to your use of the websites (including your IP address) and from processing this data by Google by downloading and installing the browser plug-in available under the following link (https://tools.google.com/dlpage/gaoptout?hl=de).

• power
  ‍Some of our websites contain social media cookies, including cookies that allow users signed in to the social media service to share content via that service.

• promotion
  We use Google Tag Manager on our websites to create tags for our website and applications. These tags enable us to target marketing measures relating to our services specifically at potential customers (re-targeting). We use the advertising technologies Google Ads and Microsoft Advertising, Meta and other providers. According to our settings in Google Tag Manager, Google, Microsoft and Meta set so-called conversion cookies. This is necessary to verify the effectiveness of the corresponding advertising measures. We have a legitimate interest in this. We also use Google Tag Manager to set re-targeting tags. These tags enable us to target users with information about our services when they visit another website (e.g. Bing or Facebook). You can set your web browser to disable the storage of cookies. However, please note that some features of the website or our services may be limited or unavailable if you disable the storage of cookies.

6. Services provided by your organization

‍If you use an email address provided by an organization associated with you, such as your employer or school, the organization can:

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• control and manage your personal account; and
• access and process your information, including the content of your messages and files associated with your account.

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If you lose access to your work or school account (for example, if you change employment), you will no longer have access to this service and all associated content on that service, including that purchased on your behalf when you used your work or school account to sign in to those services. Exxas services are intended for use in organizations, e.g. companies. If your organization provides you with access to Exxas services, your use of the services is subject to your organization's policies. You should submit your privacy requests, including any inquiries about your data protection rights, to your organization's administrator. Exxas is not responsible for the privacy or security practices of its customers, which may differ from these policies.

7. Exxas account

‍With an Exxas account, you can sign in to Exxas' services. You may receive an Exxas account from your affiliated organization (e.g. your employer). In this case, your employer created a personal account, had it created, or created it automatically by entering your user. Personal information associated with your Exxas account includes login information, name and contact details, payment details, device and usage data, your contacts, information about your activities, and your interests and favorites.

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Signing in to your Exxas account enables personalization, provides consistent experiences for services, and allows you to access and use cloud data storage, pay using payment methods stored in your Exxas account, and use other advanced features and settings.

8. Where we store and process personal data

‍The personal data collected by Exxas is stored and processed in Switzerland. The data collected using cookies for analysis on websites and the data for Exxas newsletters can be stored and processed in any country. Exxas has several geo-redundant data centers in Switzerland.

‍Our process for storing personal information

‍Exxas stores personal information for as long as necessary to provide and complete services and transactions that you have requested, or for other legitimate purposes, such as complying with our legal obligation, resolving disputes, and enforcing our contracts. Because these measures vary for other types of data in the context of our interactions with you or use of other products, the actual retention period may vary significantly.

9. Your rights with regard to your personal data

‍You have the right to receive information about the personal data we process about you. You have the right to correct your personal data and to restrict processing. You also have the right to delete your personal data and a right to object to the processing of personal data. Insofar as the DSG or the GDPR apply and we process the data to fulfill a contract or on the basis of your consent, you also have the right to receive a copy of the personal data for transfer to a third party.

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Please note that there are exceptions or limitations to these rights. In particular, we may need to further process and store your personal data in order to fulfill a contract with you, to protect our own legitimate interests, such as the assertion, exercise or defense of legal claims, or to comply with legal obligations. To the extent permitted by law, in particular to protect the rights and freedoms of other data subjects and to protect our legitimate interests (e.g. confidentiality and security interests as well as taking into account our operational resources and options), we may therefore also reject your data protection-related requests, e.g. requests for information and deletion, or only comply with them to a limited extent.

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However, you have the right to lodge a complaint with a competent supervisory authority. If you would like to exercise your data subject rights as a user of a service provided by one of our customers (e.g. as an employee of one of our customers), please do so directly with the respective organization (e.g. employer). Because we are only contract processors in this regard. The customer responsible for processing must protect the rights of data subjects.

10. Changes to this privacy statement

‍We'll update this privacy policy as needed for greater transparency or in response to:

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• feedback from customers, government agencies, industries, or other stakeholders;
• changes to our products; or
• Changes to our data processing activities or policies.

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The currently valid privacy policy can be found on our website. If changes have been made to the terms, you can see this by looking at the modified date under “Last Updated” at the top of the Privacy Policy.

11. This is how you can reach us

‍If you have any questions or complaints about data protection or a question for Exxas' data protection officer, please contact datenschutz@exxas.net or the following address. We answer questions or other concerns within 30 days. You can also file a complaint with a data protection authority or other official authority.

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Exxas
Data protection officer
Rietbachstrasse 10
8952 Schlieren-Zurich
Switzerland