The Notice of Personal Data Processing is a mandatory document under Swiss data protection law, specifically required by the revised Federal Act on Data Protection (revFADP/nDSG 2023). This document must be provided to data subjects when collecting personal data and serves as a fundamental transparency tool for organizations processing personal data in Switzerland. It should be implemented when an organization collects or processes personal data of individuals, whether they are customers, employees, or other stakeholders. The notice must include specific information about data processing activities, including the purposes and legal bases for processing, categories of data collected, recipient categories, retention periods, and data subject rights. For organizations operating internationally, the notice should also address cross-border data transfers and compliance with international data protection standards.
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1. Identity and Contact Information: Details of the data controller, including company name, address, and contact information of the data protection officer if applicable
2. Purpose and Legal Basis: Clear explanation of why personal data is collected and processed, and the legal grounds under Swiss law for such processing
3. Categories of Personal Data: List and description of the types of personal data being collected and processed
4. Recipients of Personal Data: Information about who receives or has access to the personal data, including third-party processors and international transfers
5. Retention Periods: Information about how long personal data will be stored and criteria used to determine this period
6. Data Subject Rights: Explanation of rights under Swiss law including access, rectification, erasure, and data portability
7. Security Measures: Overview of technical and organizational measures implemented to protect personal data
8. Automated Decision Making: Information about any automated decision-making processes, including profiling
1. Cross-border Transfers: Include when personal data is transferred outside Switzerland, detailing the legal mechanisms for such transfers
2. Specific Processing Activities: Add when certain types of processing (e.g., video surveillance, employee monitoring) require detailed explanation
3. Cookies and Tracking: Include for websites and online services that use cookies or similar tracking technologies
4. Children's Privacy: Add when services might involve processing personal data of children
5. Direct Marketing: Include when personal data is used for marketing purposes, including opt-out procedures
6. Sensitive Data Processing: Add when processing special categories of personal data under Swiss law
1. Data Categories Matrix: Detailed breakdown of specific data categories, purposes, and retention periods in table format
2. Third Party Processors List: Current list of data processors and sub-processors, their locations, and processing purposes
3. Technical Security Measures: Detailed description of security measures that may need regular updates
4. Cookie List: Detailed list of cookies and similar technologies used, including their purposes and duration
5. International Transfer Mechanisms: Details of safeguards for international data transfers, including Standard Contractual Clauses where applicable
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