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Privacy policy

As of: 06.10.2026

Draft · after incorporationWill be completed with the company details after OV Solutions is incorporated. To be legally reviewed before publication.

1. Scope

In line with Art. 19 et seq. of the Federal Act on Data Protection (FADP), this privacy policy explains which personal data [Company name] (company in formation, "ImmoFlow" or "we") processes when you visit this website, send an enquiry and when it provides the ImmoFlow software, for what purposes and to whom it is disclosed.

2. Controller

The controller is [Company name], [Street No., Postcode Town], Switzerland, represented by [First name Last name]. For questions about data protection and to exercise your rights, contact us at datenschutz@ovsolutions.ch.

3. What data we process

We process in particular the following categories of personal data:

  • Technical data when you visit the website: IP address, time, page requested and browser details (server logs).
  • Details from demo, contact and investor enquiries: name, e-mail address, company, phone, number of units, your message, the language of the enquiry and the time and version of your consent.
  • Details from the customer relationship: contact and contract details of our customers' contact persons, and the logins and roles of ImmoFlow users.
  • Data that our customers record in ImmoFlow, for example about tenants, owners and suppliers. We process this data on our customers' behalf (section 6).

4. Purposes of processing

We process personal data to

  • answer enquiries and run demos,
  • conclude and perform contracts with our customers,
  • provide, operate and develop ImmoFlow,
  • keep the website and the software secure and prevent misuse,
  • meet legal obligations.

5. Website, forms and cookies

When you visit the website, the server stores technical data (section 3) in log files to deliver the website and keep it secure. We use the details from the forms only to handle your enquiry; you give your consent in the form and can withdraw it at any time.

This website uses only technically necessary cookies. We do not use tracking or advertising cookies.

6. Processing on behalf of our customers

For personal data that management companies and owners, our customers, record in ImmoFlow, the respective customer is the controller. We process this data as a processor under Art. 9 FADP, only as the customer itself would be allowed to, and on the basis of a data processing agreement.

If you are a tenant, owner or supplier and want information about this data or to exercise other rights, please contact the management company that recorded your data.

7. AI features

For the AI functions in ImmoFlow we use the Claude API of Anthropic, PBC (USA). Only the content a function processes goes to Anthropic, for example the text of an incoming letter or email, an invoice for coding, a draft, a report from the tenant portal checked for urgency, or a question to the help. Passwords and access credentials are not transmitted. IBANs and AHV numbers never reach Anthropic in full. Customers can also choose to have names, addresses, email addresses and phone numbers replaced by placeholders before every call. Anthropic deletes this content within 30 days, unless it must keep it longer to enforce its usage policy or because the law requires it, and does not use it to train its models. A move to Claude through Amazon Web Services (AWS Bedrock) is planned: requests then go to the AWS data centre in Zurich and are processed in Switzerland or the EU, without AWS storing them or passing them to Anthropic.

Scanned documents in the inbox are first read with Microsoft's Azure Document Intelligence in the Switzerland North region.

AI suggestions are drafts: they are neither sent nor posted automatically. The AI can mark an incoming report as urgent. Every call is logged without its content (function, time, size). Customers can switch the AI functions off for their organisation.

8. Recipients and disclosure abroad

We use the following service providers (sub-processors):

  • Microsoft (Azure): operation of the application, database, document storage and text recognition in the Switzerland North region, as well as error and performance monitoring (Application Insights).
  • Anthropic, PBC (USA): AI features (section 7).
  • An e-mail delivery service based outside Switzerland: sending e-mails from ImmoFlow and notifications about enquiries from the website.

Disclosures to countries without adequate data protection are based on appropriate safeguards under Art. 16 FADP. A current list of sub-processors is available on request.

Beyond this, we disclose personal data only where the law requires it or you have consented.

9. Retention

We keep personal data only as long as the purpose requires or legal obligations demand.

We keep business records for the statutory periods, generally ten years (Art. 958f CO). Data we process on behalf of our customers is deleted or handed over as set out in the data processing agreement.

We delete requests made through the website (demo, contact, investors) twelve months after they are closed, and all others at the latest 24 months after they were last worked on, unless a customer relationship results from them.

10. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss and misuse, including encrypted connections and role-based access rights.

11. Your rights

Within the FADP you have the right to access, correct and delete your personal data and to receive it or have it transferred. You can object to the processing and withdraw any consent given. Please contact datenschutz@ovsolutions.ch.

You can also contact the Federal Data Protection and Information Commissioner (FDPIC).

12. Changes

We may update this privacy policy. The version published on this website applies.