Privacy Policy

PRIVACY POLICY HITCHCOCK AND PARTNER GMBH

In this Privacy Policy, we, Hitchcock and Partner GmbH (hereinafter referred to as “H&P”, we, or us), describe how we collect and process Personal Data. This data protection declaration is not an exhaustive description; other data protection declarations may regulate specific matters. For the purposes of this Privacy Policy, Personal Data means any information relating to an identified or identifiable person.

1. Responsible body and contact

H&P is responsible for the data processing described here, unless otherwise stated in individual cases. Inquiries about data protection can be sent to us by letter or e-mail, enclosing a copy of the ID or passport identifying the user: Hitchcock and Partner GmbH, Dreikönigstrasse 31, 8002 Zürich, Switzerland, Tel: +41 44 688 1099, admin@hitchcockcpa.ch

2. Collection and processing of Personal Data

We process personal data in particular in the following categories of processing:

• Customer data of customers for whom we provide or have provided services;
• Personal data that we have received indirectly from our customers during the provision of services;
• When visiting our website;
• When using our newsletter;
• When participating in one of our events;
• When we communicate or a visit takes place;
• In various other contractual relationships, such as a supplier, service provider or consultant;
• When an individual applies for a job applications;
• If we are obliged to do so for legal or regulatory reasons;
• If we are exercising our duty of care or other legitimate interests, e.g., to prevent money laundering, ensure data accuracy, check creditworthiness, to avoid conflicts of interest, ensure security or enforce our rights.

You can find more detailed information in the description of the respective categories of processing in section 5.

3. Categories of personal data

The personal data we process depends on your relationship with us and the purpose for which we process it. In addition to your contact details, we also process other information about you or about persons who have a relationship with you. Under certain circumstances, this information may also be particularly sensitive personal data.

We collect the following categories of personal data, depending on the purpose for which we process it:

• Contact information (e.g., surname, first name, address, telephone number, e-mail);
• Customer information (e.g., date of birth, nationality, marital status, profession, title, job title, passport/ID number, AHV number, religious denomination);
• Risk assessment data (e.g., credit rating information, commercial register data);
• Financial information (e.g., data on bank details);
• Engagement data, depending on the mandate (e.g., tax information, articles of association, minutes, projects, contracts, employee data (e.g. salary, social insurance), accounting data, beneficial owners, ownership structure);
• Website data (e.g., IP address, device information (UDI), browser information, website usage (analysis and use of plugins, etc.);
• Application data (e.g., CV, job references);
• Marketing information (e.g., newsletter registration);
• Security and network data (e.g., visitor lists, access controls, network and mail scanners, telephone call lists.)

To the extent permitted, we also obtain certain data from publicly accessible sources (e.g., debt collection registers, land registers, commercial registers, press, Internet) or receive such data from our clients and their employees, from authorities, (arbitration) courts and other third parties. In addition to the data that you provide to us directly, the categories of personal data that we receive about you from third parties include, in particular, information from public registers, information that we obtain in connection with official and court proceedings, information in connection with your professional functions and activities (so that we can, for example to conclude and process transactions with your employer with your help), information about you in correspondence and meetings with third parties, creditworthiness information, information about you that people from your environment (family, advisors, legal representatives, etc.) give us so that we can conclude or process contracts with you or with your involvement (e.g. References, your address for deliveries, powers of attorney) Information on compliance with legal requirements such as anti-money laundering and export restrictions, information from banks, insurance companies, sales and other contractual partners of ours on the use or provision of services by you (e.g., payments made, purchases made), information from the media and the Internet about your person (insofar as this is appropriate in the specific case, e.g. in the context of a job application, etc.). e.g. in the context of a job application etc.), your addresses and, if applicable, interests and other socio-demographic data (for marketing), data in connection with the use of the website (e.g. IP address, MAC address of the smartphone or computer, information about your device and settings, cookies, date and time of the visit, pages and content accessed, functions used, referring website, location data).

4. Purposes of data processing and legal basis

a. Provision of services

We primarily process the personal data that we receive from our clients and other persons involved in the context of our client relationships with our clients and other contractual relationships with business partners.

Our clients' personal data includes the following information in particular:

• Contact information (e.g., surname, first name, address, telephone number, e-mail, other contact information);
• Personal information (e.g., date of birth, nationality, marital status, profession, title, job title, passport / ID number, AHV number, family circumstances, religious denomination, etc.);
• Risk assessment data (e.g., creditworthiness information, commercial register data, sanction lists, specialized databases, data from the Internet);
• Financial information (e.g. data on bank details, investments or shareholdings);
• Mandate data, depending on the mandate, e.g. tax information, articles of association, minutes, employee data (e.g. salary, social insurance), accounting data, etc.;
• Particularly sensitive personal data: This personal data may also include particularly sensitive personal data, such as data relating to health, religious beliefs or social assistance measures, particularly if we provide services in the area of payroll processing, accounting or tax advice.

We process this personal data for the purposes described on the basis of the following legal bases:

• Conclusion or execution of a contract with the data subject or for the benefit of the data subject, including contract initiation and any enforcement (e.g. consulting, fiduciary services)
• Safeguarding legitimate interests (e.g. for administrative purposes, to improve our quality, ensure security, manage risk, enforce our rights, defend ourselves against claims or check for possible conflicts of interest);
• Consent

When we provide services for our customers, we may also process personal data that we have not collected directly from the data subjects or personal data of third parties. These third parties are usually employees, contact persons, family members or persons who have a relationship with the customers or data subjects for other reasons. We require this personal data in order to fulfill contracts with our customers. We receive this personal data from our customers or from third parties commissioned by our customers. Third parties whose information we process for this purpose are informed by our customers that we are processing their data. Our customers can refer to this privacy policy for this purpose.

The personal data of persons who have a relationship with our customers includes the following information in particular:

• Contact information (e.g., surname, first name, address, telephone number, e-mail, other contact information, marketing data);
• Personal information (e.g., date of birth, nationality, marital status, profession, title, job title, passport / ID number, AHV number, family circumstances, religious denomination, etc.);
• Financial information (e.g. data on bank details, investments or shareholdings);
• Engagement data, depending on the Engagement, e.g., tax information, articles of association, minutes, employee data (e.g. salary, social insurance), accounting data;
• Particularly sensitive personal data: This personal data may also include particularly sensitive personal data, such as data on health, religious beliefs or social assistance measures, especially if we provide payroll processing, accounting or tax consultancy services.

We process this personal data for the purposes described on the basis of the following legal bases:

• Conclusion or performance of a contract with the data subject or for the benefit of the data subject (e.g. when we fulfill our contractual obligations)
• Fulfillment of a legal obligation (e.g. when we perform our duties as auditors or are obliged to disclose information)
• Safeguarding legitimate interests, in particular our interest in providing an optimal service to our customers.

No personal data needs to be disclosed in order to use our website. However, the server collects a range of user information with each visit, which is temporarily stored in the server's log files.

When using this general information, no assignment to a specific person takes place. The collection of this information or data is technically necessary in order to display our website and ensure its stability and security. This information is also collected in order to improve the website and analyze its use.

This includes the following information in particular:

• Contact information (e.g. surname, first name, address, telephone number, e-mail);
• Other information that you transmit to us via the website;
• Technical information automatically transmitted to us or our service providers, information on user behavior or website settings (e.g. IP address, UDI, device type, browser, number of clicks on the page, opening the newsletter, clicking on links, etc.);
• We process this personal data for the purposes described based on the following legal bases;
• Safeguarding legitimate interests, (e.g. for administrative purposes, to improve our quality, analyze data or publicize our services);
• Consent (e.g. to the use of cookies or the newsletter).

When you contact us (e.g. by telephone, email or chat) or we contact you, we process the personal data required for this. We also process this personal data when you visit us. In this case, you may have to leave your contact details before your visit or at reception. We store this data for a certain period of time in order to protect our infrastructure and our information.

We use the "Microsoft Teams" and "Zoom" services to conduct telephone conferences, online meetings, video conferences and/or webinars ("online meetings").

We may process the following information, in particular

• Contact information (e.g. surname, first name, address, telephone number, e-mail)
• marginal communication data (e.g. IP address, duration of communication, communication channel)
• Recordings of conversations, e.g. during video conferences
• Other information that the user uploads, provides or creates while using the video conferencing service as well as metadata used for the maintenance of the service provided. Additional information about the processing of personal data by Microsoft Teams and Zoom can be found in the privacy policy of the service.
• Personal information (e.g. profession, function, title, employer company)
• Time and reason for the visit.

We process this personal data for the purposes described based on the following legal bases

Fulfillment of a contractual obligation with the data subject or for the benefit of the data subject, including contract initiation and possible enforcement (provision of a service)

Safeguarding legitimate interests (e.g. security, traceability, processing and administration of customer relationships).

We process the following information in particular in connection with employment applications on the legal basis of Protection of legitimate interests (e.g. recruitment of new employees)/Consent:

• Contact information (e.g. surname, first name, address, telephone number, e-mail)
• Personal information (e.g. profession, function, title, employer company)
• Application documents (e.g. letter of motivation, certificates, diplomas, CV)
• Assessment information (e.g. assessment by personnel consultants, reference information, assessments)

If we conclude a contract with you so that you provide a service for us, we process personal data about you or your employees. We need this data in order to communicate with you and to make use of your services. We may also process this personal data to ensure that we do not enter into any unwanted risks, e.g. with regard to money laundering or sanctions.

We process the following information in particular

• Contact information (e.g. surname, first name, address, telephone number, e-mail).
• Personal information (e.g. profession, function, title, employer company).
• Financial information (e.g. data on bank details).

We process this personal data for the purposes described based on the following legal bases:

• Conclusion or performance of a contract with the data subject or for the benefit of the data subject, including contract initiation and any enforcement
• Protection of legitimate interests (e.g. avoidance of conflicts of interest, protection of the company, enforcement of legal claims).

5. Tracking technologies

We use cookies on our website. These are small files that your browser automatically creates and that are stored on your end device (laptop, tablet, smartphone, etc.) when you visit our website.

Information is stored in the cookie that results in each case in connection with the specific end device used. However, this does not mean that we obtain direct knowledge of your identity. On the one hand, the use of cookies serves to make the use of our website more pleasant for you. For example, we use so-called session cookies to recognize that you have already visited individual pages of our website. These are automatically deleted after you leave our site.

In addition, we also use temporary cookies to optimize user-friendliness, which are stored on your end device for a specified period of time. If you visit our site again to use our services, it is automatically recognized that you have already visited us and which entries and settings you have made so that you do not have to enter them again. On the other hand, we use cookies to statistically record the use of our website and to evaluate it for the purpose of optimizing our offer for you. These cookies enable us to automatically recognize that you have already visited our website when you visit it again. These cookies are automatically deleted after a defined period of time.

The data processed by cookies is required for the purposes mentioned. Most browsers accept cookies automatically. However, you can configure your browser so that no cookies are stored on your computer or a message always appears before a new cookie is created. However, completely deactivating cookies may mean that you cannot use all the functions of our website.

6. Web and newsletter analysis

We use the following web analysis tools and re-targeting technologies to obtain information about the use of our website, to improve our Internet offering and to be able to address you with advertising on third-party websites or on social media: Sendinblue (newsletter).

These tools are provided by third-party providers. As a rule, the information collected for this purpose about the use of a website is transmitted to the server of the third-party provider through the use of cookies or similar technologies. Depending on the third-party provider, these servers may be located abroad.

The data is usually transmitted by shortening the IP addresses, which prevents the identification of individual end devices. This information is only transmitted by third-party providers on the basis of legal regulations or as part of order data processing.

Social media plugins ("plugins") from third-party providers are used on our website. The plugins can be recognized by the logo of the respective social network. We offer you the opportunity to interact with the social networks and other users via the plugins. We use the following plugins on our website: LinkedIn

When you visit our website, your browser establishes a direct connection to the third-party provider's servers. The content of the plugin (e.g. from LinkedIn) is transmitted directly to your browser by the respective third-party provider and integrated into the page.

The transfer of data for the display of content (e.g. publications on LinkedIn) takes place regardless of whether you have an account with the third-party provider and are logged in there. If you are logged in with the third-party provider, your data collected by us will also be assigned directly to your existing account with the third-party provider. If you activate the plugins, the information will also be published on the social network and displayed to your contacts there. The purpose and scope of the data collection and the further processing and use of the data by the third-party providers as well as your rights in this regard and setting options for protecting your privacy can be found in the third-party providers' data protection notices. The third-party provider stores the data collected about you as usage profiles and uses these for the purposes of advertising, market research and/or the needs-based design of its website. Such an evaluation is also carried out in particular for users who are not logged in to display needs-based advertising and to inform other users of the social network about your activities on our website. If you wish to prevent the third-party providers from assigning the data collected via our website to your personal profile in the respective social network, you must log out of the respective social network before visiting our website. You can also completely prevent the plugins from loading with specialized add-ons for your browser, such as "Ghostery" (https://www.ghostery.com/) or "NoScript" (http://noscript.net/).

7. Duration of the storage of personal data

We process and store your personal data for as long as is necessary for the fulfillment of our contractual and legal obligations or otherwise for the purposes pursued with the processing, i.e., for example, for the duration of the entire business relationship (from the initiation, execution to the termination of a contract) as well as beyond that in accordance with the statutory retention and documentation obligations. It is possible that personal data may be stored for the period in which claims can be asserted against our company (i.e. in particular during the statutory limitation period) and insofar as we are otherwise legally obliged to do so or legitimate business interests require this (e.g. for evidence and documentation purposes). As soon as your personal data is no longer required for the above-mentioned purposes, it will be deleted or anonymized as far as possible. Shorter retention periods of twelve months or less generally apply to operational data (e.g. system protocols, logs).

8. Data security

We take appropriate technical and organizational security precautions to protect your personal data from unauthorized access and misuse, such as issuing instructions, training, IT and network security solutions, access controls and restrictions, encryption of data carriers and transmissions, pseudonymization and controls.

9. Obligation to provide personal data

As part of our business relationship, you must provide the personal data that is necessary for the establishment and implementation of a business relationship and the fulfillment of the associated contractual obligations (as a rule, you do not have a legal obligation to provide us with data). Without this data, we will not be able to enter into or perform a contract with you (or the entity or person you represent). The website can also not be used if certain information to secure data traffic (such as IP address) is not disclosed.

10. Your rights

You have the following rights in connection with our processing of personal data:

• Right to information about your personal data stored by us, the purpose of processing, the origin and recipients or categories of recipients to whom personal data is disclosed.
• Right to rectification if your data is incorrect or incomplete.
• Right to restrict the processing of your personal data.
• Right to request the deletion of processed personal data.
• Right to data portability.
• Right to object to data processing or to withdraw consent to the processing of personal data at any time without giving reasons.
• Right to lodge a complaint with a competent supervisory authority, if provided for by law.

To assert these rights, please contact the address given in section 1.

Please note, however, that we reserve the right to assert the restrictions provided for by law, for example if we are obliged to store or process certain data, have an overriding interest in doing so (insofar as we are entitled to invoke this) or require it for the assertion of claims. If you incur costs, we will inform you in advance.

We expressly reserve the right to amend this privacy policy at any time.

Last change: Jan 1, 2024

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