Data Protection Policy

1 Policy Statement

Causasoft GmbH (“Causasoft”) is committed to a policy of protecting the rights and privacy of individuals in accordance with the Swiss Federal Data Protection Act (“Data Protection Act”. The policy applies to all employees. Any breach of the Data Protection Act or Causasoft’s Data Protection Policy is considered to be an offence and in that event, disciplinary procedures apply.

As a matter of good practice, other organisations and individuals working with Causasoft, and who have access to personal information, will be expected to have read and comply with this policy.

2 Legal Requirements

Data are protected by the Data Protection Act. Its purpose is to protect the rights and privacy of individuals and to ensure that personal data are not processed without their knowledge, and, wherever possible, is processed without their consent.

The Act requires us to register the fact that we hold personal data and to acknowledge the right of ‘subject access’ – employees must have the right to copies of their own data.

3 Managing Data Protection

Purpose of Data Held by the Community Association

Data may be held by us for the following purposes:

  1. Employee Administration
  2. Accounts & Records
  3. Advertising, Marketing & Public Relations
  4. Information and Databank Administration
  5. Journalism and Media
  6. Processing For Not For Profit Organisations

4 Data Protection Principles

In terms of the Data Protection Act, we are the ‘data controller’, and as such determine the purpose for which, and the manner in which, any personal data are, or are to be, processed. We must ensure that we have:

4.1 Fairly and Lawfully Processed Personal Data

We will always put our logo on all paperwork, stating their intentions on processing the data and state if, and to whom, we intend to give the personal data. Also provide an indication of the duration the data will be kept.

4.2 Processed for Limited Purpose

We will not use data for a purpose other than those agreed by data subjects (employees). If the data held by us are requested by external organizations for any reason, this will only be passed if data subjects (employees) agree. Also external organizations must state the purpose of processing, agree not to copy the data for further use and abide by the Data Protection Act and the Causasoft Data Protection Policy.

4.3 Adequate, Relevant and Not Excessive

Causasoft will monitor the data held for our purposes, ensuring we hold neither too much nor too little data in respect of the employees about whom the data are held. If data given or obtained are excessive for such purpose, they will be immediately deleted or destroyed.

4.4 Accurate and Up-to-Date

We will provide our employees with a copy of their data once a year for information and updating where relevant. All amendments will be made immediately and data no longer required will be deleted or destroyed. It is the responsibility of employees to ensure the data held by us are accurate and up-to-date. Completion of an appropriate form (provided by us) will be taken as an indication that the data contained are accurate. Employees should notify us of any changes, to enable personnel records to be updated accordingly. It is the responsibility of Causasoft to act upon notification of changes to data, amending them where relevant.

4.5 Not Kept Longer than Necessary

We discourage the retention of data for longer than it is required. All personal data will be deleted or destroyed by us after ten years after the last contact has elapsed.

4.6 Processed in Accordance with the Individual’s Rights

All individuals that Causasoft holds data on have the right to:

  • Be informed upon the request of all the information held about them within 40 days.
  • The removal and correction of any inaccurate data about them.

4.7 Secure

Appropriate technical and organizational measures shall be taken against unauthorized or unlawful processing of personal data and against accidental loss or destruction of data. All Causasoft computers have a log in system and all data is password protected, which allow only authorised personel to access personal data. Passwords on all computers are changed frequently. All financial data is password protected. Physical files are kept in a separate outsourced book keeping office and can only be accessed by authorized personel. When staff members are using the laptop computers out of the office, care should always be taken to ensure that personal data on screen is not visible to strangers.