Privacy policy

This policy explains how TeamFence SA handles personal data when you visit www.teamfence.io, fill in one of its forms or write to us. It applies the Swiss Federal Act on Data Protection (FADP) and, where it applies to us, the EU General Data Protection Regulation (GDPR).

Who is responsible

The controller of the personal data described here is:

For anything about your personal data, write to privacy@teamfence.io.

TODO: EU representative under art. 27 GDPR (name and address), if TeamFence has appointed one, or confirmation that none is required.

What this policy covers

This policy covers this website only. If your organisation uses Fency, the personal data processed by the service is handled on behalf of your organisation, which is the controller, under ourData Processing Agreement. For questions about that data, contact your organisation first. Our documentation site and the external sites we link to have their own policies.

What we collect, why, and for how long

When you visit the website

Like every web server, the one hosting this site receives technical data with each request: your IP address, the date and time, the page or file requested, the response, and the browser and operating system your browser reports. We use this data only to deliver the site, keep it secure and investigate abuse or errors, which is our legitimate interest (art. 6(1)(f) GDPR). We don't use it to identify or profile visitors.

Server logs are deleted after 30 days at the latest, unless we need them longer to investigate a specific security incident.

TODO: Hosting provider (name and location of the servers) for the production site, and confirmation that its access logs are kept 30 days or less.

The site sets no cookies and uses no analytics, advertising or tracking tools. Fonts, images and videos are served by our hosting provider, so visiting a page doesn't connect you to Google or any other third party. The only exception is the security check on the contact and demo pages, described below. See thecookie policy.

When you use the contact or demo form

The forms ask for your name, work email, company and, depending on the form, the topic, your company's size and a message. When you submit one, your details are sent to our server and forwarded to info@teamfence.io by email, through our email delivery provider, Resend.

To keep the forms free of spam and automated abuse, the contact and demo pages use Cloudflare Turnstile, a security check that tells people from bots, usually without asking you to do anything. For this check Cloudflare receives your IP address and technical information about your browser and device. It uses them only to run the check, not for advertising. This is our legitimate interest in protecting the forms and our mailbox (art. 6(1)(f) GDPR). See Cloudflare'sTurnstile privacy addendum.

We use these details only to answer your request, for example to arrange and prepare a demo. The legal basis is the steps you ask us to take before a possible contract (art. 6(1)(b) GDPR) and our legitimate interest in answering the people who contact us (art. 6(1)(f) GDPR). We don't add you to a newsletter and don't use your details for marketing unless you separately agree to it.

We keep enquiries for up to 24 months after our last exchange, so we can follow up on the conversation you started. If you become a customer or partner, the data becomes part of that relationship (see below).

When you email us

If you write to any of our addresses, we process your email address, the content of your message and anything you choose to include, to answer you. Legal basis and retention are the same as for the forms.

Customers and partners

For customers and partners we process the contact details of the people we work with, and the contract and billing data, to perform the contract (art. 6(1)(b) GDPR) and meet our legal obligations (art. 6(1)(c) GDPR). Accounting records are kept for 10 years, as required by Swiss law (art. 958f of the Code of Obligations).

Who receives your data

We don't sell personal data and we don't share it for advertising. We only share it with:

• Our email provider, Google Workspace (Google Cloud EMEA Limited, Ireland), which hosts our mailboxes and so receives the emails you send us.
• Cloudflare (Cloudflare, Inc., United States), which hosts this website, receives the technical data described above and runs the Turnstile security check on the forms.
• Resend (United States), which delivers the messages sent through our forms to our mailbox.
• Professional advisers bound to confidentiality, such as accountants, auditors and lawyers, where needed.
• Authorities, when the law requires it.

Our providers act on our instructions under data processing agreements.

Transfers outside Switzerland and the EU

We are based in Switzerland, which the European Commission recognises as providing an adequate level of data protection. Google, Cloudflare and Resend may process data in other countries, including the United States. Where that happens, the transfer is covered by the EU-U.S. and Swiss-U.S. Data Privacy Framework, for providers certified under it, and by the European Commission's standard contractual clauses.

How we protect it

The site is served over an encrypted connection (HTTPS). Access to mailboxes and customer data is limited to the people who need it. Security is our business: if something ever goes wrong, we notify the competent authorities and, where required, the people affected.

Your rights

Within the limits set by the law, you can:

• ask whether we process your personal data, and get a copy of it;
• have it corrected if it's wrong, or deleted;
• restrict how we use it, or object to processing based on our legitimate interest;
• receive the data you gave us in a common electronic format, or have it sent to someone else;
• withdraw any consent you gave, at any time, without affecting what we did before.

Write to privacy@teamfence.io. We answer within 30 days and may ask you to confirm your identity first. You can also complain to the Swiss Federal Data Protection and Information Commissioner (FDPIC, edoeb.admin.ch) or, if you are in the EU, to the data protection authority of your country, such as the Garante per la protezione dei dati personali in Italy.

Automated decisions

We don't take decisions about visitors or enquirers based solely on automated processing, and we don't profile them.

Changes to this policy

We update this policy when the website or the way we handle data changes. The date at the top shows the latest version.