Privacy and Cookies Policy

Version 4.0 – Effective date: 02.04.2025 

What does this policy cover?  

This policy applies to all processing where we act as a data controller; in other words, where we determine the purposes and means of the processing of your personal data. Regarding those carried out as a subcontractor and the use of online services (portal and Roomz application), please refer to our Data Processing Agreement (DPA). 

We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and its services, we will ask you to consent to our use of cookies when you first visit the website.  You will find more details in the underneath cookies section. 

Who are we?  

In this notice, “we”, “us” and “our” refer to ROOMZ SA, a limited company under Swiss law, based at Passage du Cardinal 5, 1700 Fribourg, Switzerland.  

ROOMZ offers solutions to businesses in different European countries. We are committed to safeguarding the privacy of our website visitors and adhere to the provisions of the Swiss Federal Act on Data Protection (FADP) and the EU General Data Protection (GDPR).  

How do we use your personal data? 

The personal data that we process depends on the type of relationship that we have with you. By personal data, we mean any information that can be used to identify you or make you identifiable. 

If you visit our website or consult any other information available online: 

We may process data about your use of our website and services. The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use.  

The source of the usage data is our analytics tracking system. This usage data may be processed for the purpose of analyzing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.  

If you are a customer or if you express interest in our services,
a partner or a service provider: 

We may store and process contact data, information contained in any form you submit to us regarding our service, such as email address, first name, last name, phone number, addresses, company name. The contact data may be processed for the purposes of offering, marketing and selling relevant goods or services to you. The legal basis for this processing is the performance of a contract between you or your employer and us or taking steps, at your request, to enter such a contract.  

If you are a job candidate, employee or former employee: 

If you apply for a job, we process the personal data you provide us in relation to your professional experience, your training course, your professional certifications, contact details, nationality, marital status and any other information on your curriculum vitae. The processing is based on the consent you implicitly give us by applying or have given to a service provider we use in the context of a recruitment process. 

As an employee of ROOMZ, we process the aforementioned personal data, to which are added elements relating to your remuneration, social insurance, your identity document, photograph, bank details, your personal evaluations, development plan, disciplinary measures, correspondence, user account and system logs, and business and private telephone numbers.
The processing is based either on the performance of the contract that binds us, or on our legitimate interest as an employer.  

If your employment contract ends, we will process the information necessary to terminate the said contract. Your personal file is then purged and archived in accordance with the legal requirements in force. 

If you are a user of ROOMZ solutions: 

Please refer to the DPA that binds us to your employer. 

With whom is your data shared? 

We may employ third party companies and individuals to facilitate our Service (hereinafter “Service Providers”), to provide the Service on our behalf, to perform Service-related services or to assist us in analyzing how our Service is used. 

Currently, we contract with Service Providers that process personal data in Switzerland and the EU and, relating to Contact Data (email) for newsletters and sales, in the United States. 

These third parties have access to your data only to perform these tasks on our behalf, are obligated not to disclose or use it for any other purpose and, where such Service Providers are located in jurisdictions that are not deemed to have an adequate level of data protection, are required to comply with our contractual obligations and applicable data protection legislation in accordance with the approved standard  contractual clauses which provide for appropriate protection of data aboard. 

Compliance with Google Limited Use Policy 

ROOMZ use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements. 

Human resources context 

We may disclose your personal data to our insurers or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. 

How is your data protected? 

We take appropriate security measures to protect your personal data against theft, inappropriate use, accidental publication or destruction. We have also implemented measures to guarantee their confidentiality, both in terms of our processes and the technical systems that process them. 

How long is your data kept for? 

Any personal data that we process is not kept longer than is necessary to achieve the purpose specified in the context of its processing. If we have a contract with you, we will apply the legal retention periods applicable to this type of contract. We may keep certain data or maintain certain records for a longer period for reasons of legal compliance, financial or other statistical reporting purposes. 

What are your rights? 

Your rights regarding your personal data include the right to: 

• ask us for information about your personal data that we process and for a copy of that data.
• ask us to correct or complete any incorrect or incomplete data.
• ask us to delete your data, unless, for example, we are required or entitled to keep your data for a longer period based on a legal obligation or our legitimate interest.
• ask us to restrict the processing of your data.
• inform us at any time of the revocation of your consent to the processing of data for which your consent was requested.
• notify us at any time of your opposition to the processing of your personal data for promotional and advertising purposes.
• notify us at any time of your opposition to any other processing, unless, for example, a legal basis or our legitimate interest obliges or authorizes us to continue the processing.
• request your data in a portable format when the processing of your data is done in an automated manner, based on your consent or a contract.
• contact our data protection officer, the PFPDT (when the processing falls under the LPD) or a supervisory authority of an EEA country (when the processing falls under the GDPR) when you wish to contest the way in which we process your data or your request to exercise your rights, or to file a report or a complaint. 

We will inform you of any conditions or restrictions that may apply to the exercise of your rights. You can exercise your rights by contacting us directly at privacy@roomz.io. We reserve the right to request additional information to identify you, including a copy of a valid official identity document. To facilitate the processing of your request, please indicate precisely which right(s) you wish to exercise and to what extent.
In order to limit paper waste when you request a copy of your personal data, we will make it available to you in digital format.  

About Cookies 

What are cookies? 

A cookie is a small data file that is placed on your browser or your hardware to allow a website to recognize you when you return to it. This can either be for the duration of your visit (using a ‘session cookie ‘) or for repeat visits (a ‘persistent cookie ‘). Cookies can be created through a variety of web-related protocols and technologies, such as HTTP (sometimes referred to as ‘browser cookies’), HTML5, or Adobe Flash. 

Cookies are an extremely common technology for remembering certain information about a website visitor. Most websites currently make use of cookies for a wide range of tasks. Cookies may be set by the website in question (‘first-party cookie ‘) or third-party suppliers and partners who set or read cookies on the website (‘third-party cookie ‘). 

We use cookies for the following purposes: 

1. Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to use our live chat or log into secure areas of our website. 
2. Functional cookies. These are used to recognize you when you return to our website and to embed functionality from third party services. This enables us to personalize our content for you, greet you by name, remember your preferences (for example, to pre-populate form content you’ve already entered previously) and to integrate useful services provided by third party providers into our website. live chat, landing pages and relevant pop-ups. 
3. Performance and analytics.  We use these cookies to collect information that allows us to analyze web traffic to our website, such as count the number of visitors and see how they move around our website. The information collected via those cookies is anonymous. We send it to a third party that operates tools to analyze the collected information. This helps us to improve the way our website works, for example by making it easier for you to find what you are looking for. 
4. Embedded third-party content. Some of the content on our website (e.g. forms, buttons and pop-ups) is provided by online services operated by third parties. When you visit a page containing content from one of these services, a cookie may be set by the relevant third party. A list of the third-party cookies currently used in connection with this Website can be found in the cookie table. 

 

How to control and delete cookies?  

When you accessed the Website, you were presented with a message that notified you of our use of cookies and helped you choose the cookies we can place. We had to use a cookie to present you with that notice (you can see details of this cookie under ‘Cookie Banner’ in the table below). 

If you continue to use our website, more cookies and other tracking technologies will be placed on your computer as described in this Cookie Policy and as chosen by you to enhance your user experience whilst on the website. 

If you wish to restrict or block the cookies which are set by this website (or, indeed, on any other site) you can do this through your browser settings. The ‘Help’ function within your browser should tell you how. 

Alternatively, you may wish to visit http://www.allaboutcookies.org/ which contains comprehensive information on how to do this on a wide variety of browsers. There you will find details on how to delete cookies from your computer, as well as more general information about cookies. Please note that, as these websites are not owned or operated by us, we are not responsible for any of the content on them. 

Please be aware that restricting cookies may mean that you will not be able to take full advantage of all the features or services available on this website. 

Email tracking 

Some of the emails we send to you may contain a ‘web beacon pixel’ (clear GIFs) or tracked links which allow us to identify when you have opened the email and to verify which links contained in the email you have accessed. We use this information to determine which parts of our emails are of most interest to you. 

You can delete the pixel by deleting the email. If you do not wish to download the pixel to your computer or other device, you can ensure this by selecting to receive emails from us in plain text rather than HTML or not opening pictures in your email. 

Alternatively, you can unsubscribe from our mailing list by clicking on ‘Unsubscribe’ in the relevant communication or by contacting us at: privacy@roomz.io 

Who is our data protection officer? 

Our data protection officer’s contact details are: 

ROOMZ SA
Att. Stéphane Droxler
Passage du Cardinal 5
CH-1700 Fribourg

Email: privacy@roomz.io