Privacy Policy

This Privacy Policy (Privacy Policy) applies to the processing of personal data by On Cloud Nine SA, Route de Chavannes 15a, 1007 Lausanne, Suisse (we, our or OCN) in connection with the website accessible at https://oncloudnine.rent/ (the Website).

By accessing the Website, any user (the User or you) expressly agrees that we may process his/her personal data in accordance with this Privacy Policy.

We reserve the right to amend the Privacy Policy at any time and in our sole discretion, in particular with a view to adapting it to any new commercial or technological practice or change in law, in which case you will be informed thereof by any appropriate means, including by email and/or the Website. If you do not agree to the changes made, you may no longer access and/or use the Website.

1. Introduction

We recognise the importance of your privacy and of transparency in our processing of your personal data.

This Privacy Policy explains (i) what personal data is collected when you access and use the Website, (ii) how and for what purposes we process personal data and (iii) what measures we take to safeguard your rights in relation to your personal data.

2. How we collect your personal data

We collect the personal data that you provide to us.

 We collect personal data that you provide to us when you use the Website and/or services provided through the Website, for example when you place an order or communicate with us. In this context, we request that you provide us with certain personal data that are necessary for the proper performance of the service that we are asked to perform for you, such as when filling an order for a product.

Some information is mandatory and some is optional.

It is mandatory that you complete the data fields identified by an asterisk. If one or more mandatory data fields are not completed, we will not be able to provide access to the services provided through the Website.

You are not required to complete the optional data fields in order to access the services provided through the Website.

Certain personal data are also collected in an automated manner.

We may also automatically collect personal data, including by means of tools and other active elements, such as in our emails and/or those of our subcontractors, or through Cookies or similar technologies. Such personal data may include IP addresses or other user identification data from your electronic devices, the data contained on your device, your preferences, your internet browsing history, or the links on which you click when you interact with the Website.

You may define certain authorisations and settings related to the automated collection of your personal data.

You may define certain authorisations relating to the collection of your personal data, such as the data contained in your electronic device, when you configure your device according to its functionalities. You may also configure certain automated data collection settings in your internet browser. For more detailed information, please see the Cookie section below in section 8 of this Privacy Policy.

3. How we process your personal data

We may process your personal data by automated means, but take appropriate security measures in this respect.

We process your personal data in accordance with applicable law, in particular Swiss data protection law, and take appropriate security measures to prevent unauthorised access, disclosure, modification, alteration or destruction of your personal data. 

The processing of personal data is carried out using computers or computer tools, in line with the purposes set out in this Privacy Policy.

We may process your data to erase any information that allows us to identify you (anonymisation) and we may then use such anonymous data for purposes not contemplated by this Privacy Policy (including for benchmarking, targeting sales campaigns, or developing and marketing new services). You may object to the anonymisation of your data for this purpose at any time.

4. Purposes for which we process your personal data

We process your personal data only if we have a valid reason to do so and for clearly identified reasons. 

We will only process your personal data if we have a valid reason for doing so. Depending on the processing in question, we will only process your personal data if:

we have obtained your prior consent in a clear and unambiguous manner;

data processing is necessary to fulfil our contractual obligations to you or to take pre-contractual measures at your request;

data processing is necessary to comply with our legal or regulatory obligations; or

data processing is necessary for the fulfilment of our legitimate interests, and only to the extent that your interests or fundamental rights and freedoms do not require us to refrain from processing. Our “legitimate interests” may include, but are not limited to (i) obtaining services at a competitive rate (e.g. we may choose to use suppliers’ services instead of performing them internally); (ii) protecting the security of our systems, architecture and IT networks; and (iii) achieving our corporate goals.

We process your data exclusively for the following reasons:

 to operate the Website and to provide you with any related services.

Your personal data is collected and processed for the purpose of operating the Website and/or providing you with the related services or for the purpose stated at the time of collection, such as making the products, goods and services available on the Website, as well as for customer and user management purposes, including contacting you about our services and any changes to them.

– Product orders and payments

In order to place an order, you must specifically enter your surname and first name, title, billing and delivery addresses, postal code, telephone number, e-mail address, payment method and related information. A copy of an identification document may also be required, depending on the payment method you choose. 

We may also automatically collect data related to your use of the Website in accordance with our Cookie Policy (see section 8 below).

We process these data for the purpose of performing the contract for the sale of products or, in the case of unsuccessful orders, for the purpose of performing the contract.

 We use third party services for payments and the dispatch of orders. For example, depending on the payment method selected, you will be redirected to the website of an online payment provider who is responsible for processing the payment. We transmit to these third parties only the data necessary for the operations they perform.

Data relating to completed orders will be stored for 10 years. Data relating to non-completed orders will be stored for three months.

– Contacts and correspondence

You have the option of contacting us via the Website, by e-mail, telephone or post. In this context, we process the data which you provide to us (including but not limited to surname, first name, contact data, subject-matter of the request). 

This data is used for the purpose of providing you with the requested service. The retention period depends on the reason for your request and its context. Requests relating to orders shall be retained for the period specified for orders. Other requests shall, as a rule, be retained for three months, unless there are legal grounds for retaining them.

to send you our newsletter.

If you subscribe to our newsletter, we will collect your contact details (name and e-mail address). When users view our newsletter, we also collect end device and access data.

You may unsubscribe from the newsletter service at any time, in which case your contact details will be deleted.

We use the third party services of Campaign Monitor to provide our newsletter service. Campaign Monitor will have access to your login data in order to provide you with the service. Its privacy policy is applicable in connection with this. It is available at https://www.campaignmonitor.com/trust/gdpr-compliance/.

for advertising purposes.

In addition to processing your data in order to process orders, we may also use your data in relation to the use of our services to communicate with you about your orders or certain products, as part of marketing measures and to recommend products to you that might be of interest to you.

 You may contact us at any time to object in whole or in part to the use of your personal data for advertising purposes. You may also regulate the use of Cookies as set out in section 8 below.

The retention period for such data varies depending on the type of data concerned, but does not exceed 90 days.

Some of our Cookies are operated by third parties. Detailed information on this topic can be found in section 8 below.

for internal analysis and statistical purposes, as well as to improve our services.

 We may process your personal data, in particular data relating to your use of the Website, as well as your habits and preferences, for internal analysis and statistical purposes, in order to better understand the needs of our users and to optimise this service and experience, in order to improve the ergonomics and functionality of the Website and the services provided in general.

We use analytics tools provided by known market providers, such as Google Analytics and Hotjar. We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device’s IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

to comply with our legal obligations.

We may also process your personal data in order to comply with our legal obligations and other legal requirements.

5. The circumstances in which we disclose your personal data to third parties

We may disclose your personal data to third parties if this is necessary for the operation of the Website or to comply with a legal obligation.

For example, we may disclose your personal data to our subcontractors or suppliers to the extent necessary to enable them to perform services related to the Website.

We may disclose your personal data to third parties in connection with the operation of the Website, and to subcontractors such as IT service providers, e.g. storage providers (including but not limited to Alwaysdata), maintenance and support providers, or providers of marketing tools. Detailed information on these providers can be found in the previous section.

 We may also allow you to use third-party services directly from the Website, in particular through the social plug-ins of Google LLC; Facebook, Inc. ; LinkedIn Corporation; Twitter; and Microsoft Corporation, in which case you acknowledge that third-party operators of such services may access some of your personal data related to the Website.

In such cases, our Website may contain links to other websites. This Privacy Policy applies only to our actions and does not apply, in particular, to the practices of third-party companies or any other websites that may be referenced on the Website. You must carefully review the privacy policies of any other websites you visit from the Website to learn more about their personal data processing policies. In such circumstances, the collection and use of your personal data is governed by the privacy policy of those other websites. We are not responsible for their privacy policies.

We may also disclose your personal data to third parties where we have a legal obligation to do so or a legitimate interest in doing so.

We may also disclose your personal data where we have a legitimate interest in doing so, for example (i) to respond to a request from a judicial authority or in accordance with a legal obligation; (ii) to defend against a lawsuit; or (iii) in the context of restructuring, in particular if we transfer our assets to another company.

Finally, we may share certain information with trusted partners for the purpose of making offers related to the products you have purchased.

 At OCN, we aim to provide you with the most comprehensive service possible. To this end, we may work with trusted partners in Switzerland to provide you with an insurance offer for the products you have purchased from us, to whom we provide the data necessary to make the offer.

You can object to the transmission of your data for this purpose at any time by contacting us (see our contact details in point 10).

6. The circumstances under which your personal data is transferred abroad

Your personal data may be transferred to countries or destinations that do not provide a level of protection equal to that of Switzerland or the European Union.

We store, keep and archive your personal data in Switzerland and/or the European Union on the servers of one of our subcontractors.

In principle, we do not transfer your personal data to other countries or render them accessible there. However, in certain circumstances, in particular for technical or functional reasons, or in connection with our subcontractors, your personal data may be transferred outside of Switzerland or the European Union, including to countries that do not provide a level of protection equivalent to that of Switzerland or the European Union. In such case, we will use all reasonable means to ensure compliance with the obligations arising from the applicable data protection regulations.

If you transmit information and data to us, you are expressly deemed to consent to such data transfers.

You may request further information in this regard and obtain a copy of the relevant guarantees upon request by sending a request to the contact address indicated in section 11 below.

7. Retention period

Your personal data will not be stored longer than necessary.

 We will erase or anonymise personal data as soon as it is no longer necessary for us to fulfil the purposes set out in section 4 of this Privacy Policy. This period varies, depending on the type of data concerned and the applicable legal requirements. More information on each type of processing can be found in section 4 above.

In view of the legal obligations incumbent upon us, certain information relating in particular to the contractual relationship must be retained for at least 10 years.

8. How we use Cookies or other analytical tools

We use Cookies, other analytical tools and similar technologies in connection with the Website.

 We use various types of Cookies, other analytical tools or similar technologies (collectively, Cookies), which are capable of automatically processing data on your electronic device and/or of transferring personal data about you to OCN or third parties.

These technologies are generally used to monitor and analyse your interactions with the Website and/or to enable us to improve the Website and its functionalities, including customising the Website and related services, depending on your interactions.

We may also use Cookies to measure and monitor the traffic and use of the Website and its performance.

You can manage Cookies through the settings of your web browser and/or electronic device.

If you do not want Cookies to be stored on your electronic device, you can configure your internet browser or electronic device to refuse and/or restrict them. You may also set the use of Cookies on the Cookie management page of the Website. However, some Cookies are essential to the functioning of the Website, and it may operate differently if you refuse or completely restrict Cookies.

If you do not refuse or restrict Cookies, you consent to their use and to the processing of your personal data collected in this manner.

9. Your rights with regard to the processing of your personal data

You have the right to know which of your personal data we process and, subject to certain conditions, to request that they be erased, rectified or updated.

Unless otherwise provided by law, you have the right to know at any time whether we are processing your personal data. You may contact us to check the content of such personal data, to verify its accuracy, and to the extent permitted by law, to request that it be supplemented, updated, rectified or erased. You also have the right to ask us to cease any specific processing of personal data that may have been obtained or processed in breach of applicable law, and you have the right to object to any processing of personal data for legitimate reasons. 

If you wish us to erase your personal data from our systems, you may send us a request to the contact details below, which we will comply with unless we need to retain your data for legal or other legitimate reasons.

When we rely on your consent to process your personal data, we will seek your specific, free consent by providing you with the most precise level of detail possible. You may revoke your consent at any time. 

You may also have the right to request the portability of your personal data, i.e. the personal data you have provided to us will be returned to or transferred to the person of your choice, in a structured, commonly used and machine-readable format, without restrictions on our part, subject to our confidentiality obligations and within the limits of applicable law. You will find further details of your rights in sections 3 and 4 of this Privacy Policy in connection with each processing activity we perform. 

You have the right to lodge a complaint with the competent authority.

If you are not satisfied with the way in which we process your personal data, you may lodge a complaint with the competent data protection supervisory authority in addition to the rights described above.

10. Contact Us

If you have any questions or queries regarding the collection or processing of your personal data, please contact us at fiona@oncloudnine.ch.