Effective date: October 2022
- https://portal.roomz.io (hereinafter together ”Website”) and,
- The myROOMZ web app and the myROOMZ mobile app available in the Apple App Store and Google Play Store (the ”App”, together with the Website the ”Service”).
ROOMZ SA with registered office in Passage du Cardinal 11, 1700 Fribourg, Switzerland (hereinafter ”us”, ”we”, or ”our”) operates the Service.
At ROOMZ SA we highly value your privacy and adhere to the applicable privacy laws when collecting and processing your data. We are a Swiss company offering our Service in the B2B area. We adhere to the provisions of the EU GDPR and the Swiss Federal Act on Data Protection (hereinafter ”FADP”).
2 Personal Data
We respect your privacy and will not process any personal data other than disclosed herein. We do not collect nor store any sensitive personal data as defined by applicable data protection law.
2.1 Contact Data
We process certain personally identifiable information that can be used to contact or identify you (hereinafter ”Contact Data”). Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Phone number
- Address, State, Province, ZIP/Postal code, City
2.2 Booking Data
When you use our Service for the purposes of manage room or workspace bookings and related features at the location operated by your employer (”Booking Data”). We process such Booking Data solely as a data processor on behalf of and as per the instructions of your employer.
2.3 Usage Data
When you visit the Website or use our App, the browser on your device or your device automatically sends information to our server. This information is temporarily stored in a so-called log file. Hence, we may also collect information how the Service is accessed and used (hereinafter ”Usage Data”). This Usage Data may include information such as your devices’ Internet Protocol address (e.g. IP address), device type, browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data. This information is collected without your intervention and stored until it is automatically deleted.
3 How we collect personal data
We collect information about you when you use our Service or when you interact with our Website, including taking certain actions within it.
- When you access, use, or otherwise interact with our Service.
- When you correspond with us by electronic means.
- When you sign up to receive our newsletter and other marketing material.
- From your employer who may share contact details for sign-ups or similar information with us.
- From third parties, such as social media plugins and third-party cookies.
4 Legal bases and purpose
Contract: To perform our contractual obligations or take steps linked to a contract with you or your employer.
- Booking Data: We process Booking Data solely as a data processor on behalf of and as per the instructions of your employer. Please contact your employer for further details about the purposes and legal bases of such processing.
- Contact and Usage Data: To provide our Services to you and to provide customer support.
Consent: We may rely on your freely given consent at the time you provided your personal data.
- Contact Data: To provide you with news, special offers, newsletters, and general information about goods and services which we offer (with your explicit consent).
Legitimate interests: We may rely on legitimate interests based on our evaluation that the processing is fair and reasonable.
- Contact Data: To contact you f
- Usage Data: To monitor, secure, maintain and improve our Services.
- Any type of data: To protect the rights or property of us or third parties, and to prevent or investigate any type of wrongdoing in connection with the Services.
Public interest: To meet regulatory and public interest obligations.
- Any type of data: We may be required by law to share personal data with public authorities.
5 Data Retention
6 Service Providers & Transfer of Data
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 analysing 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 (e‑mail) for newsletters and sales, in the United States.
These third parties have access to your Personal 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.
7 Security of Data
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. We take commercially reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your data. Accordingly, we store all the personal information you provide on secure (password- and firewall-protected) servers. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
We may use third-party Service Providers to monitor and analyse the use of our Service. Secondly, we use social plug-ins from different providers on the Website (e.g. Linkedin). This can be accompanied by a data collection of the respective providers.
Google Analytics is a web analytics service offered by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (https://www.google.de/intl/de/about/) (hereinafter ”Google”), that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data (including your IP address) is transferred to a Google server in the USA, stored there and shared with other Google services or other third parties if this is required by law or if third parties process this data on behalf of Google. Under no circumstances will your IP address be merged with other data from Google. The IP addresses are anonymized so that an assignment is not possible (IP masking). Google may use the collected data to contextualize and personalize the ads of its own advertising network.
For more information on the privacy practices of Google or data protection in connection with Google Analytics, please visit the Google Privacy & Terms website(https://policies.google.com/privacy?hl=en) or the Google Analytics Help website (https://support.google.com/analytics/answer/6004245?hl=en).
By using the Website, you agree to the processing of data collected by Google in the manner and for the purpose described above.
9 Social Media
LinkedIn is a social network of LinkedIn Corporation (2029 Stierlin Court, Mountain View, CA 94043, USA).
When you call up the Website, your browser establishes a direct connection with the server of the aforementioned provider and loads the respective button from there. The information that the respective Website has been called up is transmitted to the respective provider. If you are a registered User of the service in question, the provider can also assign the page access to the corresponding profile and, under certain circumstances, collect further data. Further information on data collection and processing can be found in the data protection declaration of the respective provider, which is available under www.linkedin.com.
10 Links To Other Websites
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party websites or services.
11 Children’s Privacy
Our Service does not address anyone under the age of 18 (hereinafter ”Children”).
We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.
12 Your data protection rights
You have the below data protection rights on the basis of the GDPR and the FADP.
You have the right to request information about your Personal Data processed by us. In particular, you may request information about the purposes of processing, the category of Personal Data, the categories of recipients to whom your data have been or will be disclosed, the planned storage period, the existence of a right to rectification, deletion, restriction of processing or objection, the existence of a right of appeal, the origin of your data, if these have not been collected by us, and the existence of automated decision-making including profiling and, if applicable, meaningful information on their details.
You have also the right to request the correction of incorrect or complete personal data stored by us as well as to demand the deletion of your Personal Data stored by us, unless the processing is justified by our legitimate interests, necessary to fulfil a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims.
You have also the right to demand the restriction of the processing of your Personal Data if you dispute the accuracy of the data, if the processing is unlawful but you refuse to delete it and we no longer need the data, but if you need it to assert, exercise or defend legal claims or if you have filed an objection to the processing. If our data processing is based on your consent, you have the right to revoke your consent to us at any time. As a result, we are no longer allowed to continue processing data based on this consent in the future.
You also have the right to receive the Personal Data you have provided to us based on consent or a contract in a structured, common and machine-readable format or to request its transfer to another processor. You can also complain to a supervisory authority. In Switzerland, the competent data protection authority is the Federal Data Protection and Information Commissioner (www.edoeb.admin.ch).
You can reach the responsible office for such request and demands as follows (per email): firstname.lastname@example.org.
We are obliged to verify your identity in such requests. Inquiries can therefore only be processed if they are accompanied by a suitable proof of your identity (copy of identity card or similar).
The content and products created by us on the Website are subject to copyright. The reproduction, editing, distribution and any kind of use outside the limits of copyright law require the written consent of us. Downloads and copies of this Website are only permitted for private, non-commercial use. Insofar as the contents on this Website were not created by us, the copyrights of third parties are observed. Should you come across a copyright infringement, we ask you for appropriate notification by email.
15 Contact us