Privacy policy

Version of [date of the switch-over] · Dynaxus Sàrl, Geneva

This translation is provided for information. The French version prevails.

Dynaxus Sàrl carries on two activities: Secretar-ia.ch, which sets up for businesses a virtual assistant for bookings on WhatsApp and websites, and Dynaxus Mobility, which organises private transport with professional partner drivers.

This policy explains which personal data we process, why, with whom we share it, how long we keep it and how you can consult it or have it deleted. It applies to this website, whatever address you use to reach it, to our exchanges by WhatsApp, email and telephone, and to our services.

1. Who is responsible for your data

Dynaxus Sàrl
c/o E.D.G.M. SA, Rue de Berne 11, 1201 Geneva, Switzerland
UID: CHE-371.112.111
Email: contact@secretar-ia.ch · Telephone and WhatsApp: +41 76 494 99 46

We process personal data in accordance with the Swiss Federal Act on Data Protection (revised FADP, also known as nLPD/nDSG, in force since 1 September 2023) and its ordinance (DPO). Where the EU General Data Protection Regulation (GDPR) applies, for example for a person residing in the European Union to whom we offer our services, we also comply with its requirements.

2. Our role depending on the situation

Where the business is the controller, you can contact it or us: we forward your request to it if necessary.

3. The data we process

3.1 When you visit this website

• Technical data recorded automatically by our server: IP address, date and time, pages viewed, referring page, type of device and browser.
• This website uses no cookies, no audience measurement tool and no advertising or social network trackers (see section 8).
• The profitability calculator runs in your browser: we do not record the figures entered. They reach us only if you choose to send them to us, with the form or by WhatsApp.

3.2 When you request a demonstration (contact form)

• Name, name and sector of the business, telephone, email, the offer that interests you.
• If you provide them: how you take bookings today, the approximate number of requests per week, whether you have a website, your message and the calculator results.
• To prevent abusive submissions, we also record an encrypted fingerprint of your IP address, from which the address cannot be recovered and which is deleted after 48 hours.

3.2 bis When you fill in the assistant configuration questionnaire

This form is sent to businesses that have chosen Secretar-ia.ch, to prepare the set-up. In it we process: the contact details of the person filling it in (name, telephone, email); information about the business (name, address, sector, size, WhatsApp number, calendar used); the assistant’s settings (opening hours, services, durations and prices, booking and cancellation rules, practical information, address that receives forwarded requests, the assistant’s first name and tone); where applicable, the first names of the team members who take appointments and their working hours; your remarks; the date of submission, the link through which you arrived and, if there is one, the name of the business introducer who passed it on to you. Your answers are kept in your browser while you fill in the form, until they are sent. To prevent abusive submissions, we also record an encrypted fingerprint of your IP address, from which the address cannot be recovered and which is deleted after 48 hours. Please do not enter sensitive data, in particular health data. If you enter the first names of your staff, please inform them that we use them to configure your calendar.

3.3 When you write to the Dynaxus WhatsApp number (+41 76 494 99 46)

• Your telephone number, the name of your WhatsApp profile and the content of written messages.
• The information you give us: your name, the name, sector and address of your business, the time you would like, and your email address if you want to receive an invitation.
• The demonstration or call appointments arranged with you, and any changes to them.

Messages sent to this number are read and handled by our team. No AI replies there for the time being.

3.4 When you request transport from Dynaxus Mobility

• Full name, telephone, email, date and time of the transfer, one-way or return, pick-up and drop-off locations.
• The details you provide: number of passengers, luggage, flight number, preferred language of the driver, child seat, accessibility needs.
• The quote, the confirmation, the progress of the journey and invoicing data.

If you tell us about a need relating to a passenger’s health or mobility, or if the journey concerns a child, we use this information solely to organise the journey and pass it on only to the driver in charge. Please give us only what is necessary.

3.5 Business customers and prospects of Secretar-ia.ch

• Contact details: name, role, telephone, email, name and address of the business.
• Commercial information: meeting notes, calculations done together, offer chosen, order form, invoicing and payment data.
• Configuration information: opening hours, services, prices, booking rules, the assistant’s first name, email address that receives forwarded requests.
• Data of the WhatsApp Business account connected through Meta’s embedded sign-up: account identifier, telephone number and its identifier, display name, message templates, and the access token that authorises us to send and receive messages for the business.
• For the Présence offer: the texts, photos and logos supplied for the website.
• Sales follow-up in our internal workspace: origin of the request (website, WhatsApp or manual entry), status, demonstration appointments (date, place, notes, outcome), the salesperson in charge and the follow-up date.

3.6 Customers of a business who write to its WhatsApp assistant

We process this data on behalf of the business:

• your WhatsApp telephone number and the name of your WhatsApp profile;
• the content of the written messages exchanged with the assistant;
• your appointment information: date, time, service or party size, name given, any remarks;
• your email address, only if you give it in order to receive a confirmation;
• your replies to reminders (confirmation, request to reschedule or cancel).

The assistant does not read voice messages, photos or other files: it asks you to write your request. Please do not send it sensitive information, such as health data.

3.7 Visitors to a Présence website

Technical data recorded by the hosting (IP address, date and time, page viewed, browser). If the website lets you write to the business by WhatsApp, the exchange takes place directly between you and the business, in the WhatsApp app.

3.8 Sales staff and business introducers

• Contact details: name, email, telephone, code of the personal link.
• Internal workspace account: a hash of the password (never the password itself), date of the last sign-in, log of the actions carried out.
• Activity: prospects and appointments assigned, contracts concluded, commissions calculated and paid.
• After failed sign-in attempts: an encrypted fingerprint of the IP address, from which the address cannot be recovered and which is deleted after 48 hours.

4. Why we process it

• To respond to your requests: get back to you, arrange a demonstration or a call, reply to your messages.
• To provide the Secretar-ia.ch services: preparing the set-up from the configuration questionnaire, set-up, operation of the assistant (booking, rescheduling or cancelling an appointment, sending the confirmation and the reminder the day before, forwarding to the business anything out of the ordinary), building and hosting websites, support, invoicing.
• To ensure the quality of the service: during a business’s first weeks, and afterwards if a problem is reported, we review conversations in order to correct the assistant’s settings.
• To organise sales follow-up: assigning prospects and appointments to sales staff, informing them by email, recording contracts and calculating commissions.
• To organise Dynaxus Mobility transport: preparing the quote, confirming the journey, entrusting it to a partner driver, following it up and invoicing it.
• To operate and secure the website: display, prevention of abuse.
• To comply with our legal obligations, in particular accounting and tax obligations.

This processing is based on the performance of a contract or pre-contractual steps taken at your request, on our legal obligations, on your consent where we ask for it, and on our legitimate interest in providing reliable, secure services and improving them.

We do not sell your data. We do not use it for targeted advertising and we do not send advertising messages by WhatsApp. After a request from you, we may contact you again about that request; you can tell us at any time to stop doing so.

5. Artificial intelligence

The businesses’ assistants (Agenda WhatsApp)

The text of the conversation and the business information needed for the reply (opening hours, services, free slots) are transmitted to Anthropic’s Claude artificial intelligence model. The assistant introduces itself as an AI and never passes itself off as a person. It confines itself to the business’s service: bookings and practical questions.

• According to its commercial terms, this provider does not use the data transmitted by our services to train its models.
• No decision that has a legal effect on you or significant consequences for you is taken in a fully automated way: an appointment is recorded only after your explicit agreement, and you can ask for a person to review a reply.
• An AI can make mistakes: if in doubt, ask to speak to a person.

Axo, the AI assistant of Secretar-ia.ch, is not in service for the time being. This policy will be updated before it is put back into service.

6. Recipients and service providers

We use the following service providers, which process the data solely to provide us with their service, under a contract:

Depending on the situation, we also disclose data:

• to the business concerned, which receives the information about bookings made with its assistant and the requests it forwards;
• to the driver or partner transport company carrying out a Dynaxus Mobility journey: name, telephone, times, places and details useful for the journey;
• to the sales staff of Secretar-ia.ch, for following up the prospects and customers assigned to them; each person has access only to the files entrusted to them;
• to Google (Google Maps service), when a member of our team opens the map for the address of an appointment: only that address is transmitted;
• to our accountants, our advisers or the authorities, where necessary or required by law.

When you use WhatsApp, Meta also processes certain data for its own purposes, in accordance with WhatsApp’s privacy policy.

7. Disclosure abroad

Some service providers process data outside Switzerland, in the European Union or in the United States. The Federal Council recognises that the States of the European Union offer an adequate level of protection. Since 15 September 2024, it also recognises this for US companies certified under the Swiss-U.S. Data Privacy Framework. For a US recipient that is not certified, we rely on the European Commission’s standard contractual clauses, recognised by the Federal Data Protection and Information Commissioner (FDPIC) and adapted to Swiss law. You can ask us for a copy of these safeguards.

8. Cookies and local storage

This website sets no cookies and uses no audience measurement tool and no advertising or social network trackers. The fonts are hosted on our own server: displaying the website transmits no data to any third party.

The internal workspace reserved for our team (management and sales staff) keeps a session token in the session storage of the signed-in person’s browser; it is erased when the tab is closed. It uses no cookies.

The configuration questionnaire keeps your answers in your browser’s local storage (key secretaria-questionnaire-express-v1) while you fill it in, so that you can come back to it. They reach us only when you send them. You can erase them from the questionnaire (“Effacer toutes mes réponses”) or in your browser settings.

9. Retention periods

We keep data only for as long as necessary for the purposes described above, or for as long as the law requires. It is then deleted or anonymised.

• Demonstration requests and prospect data: 24 months after the last exchange, if no contract is concluded. IP address fingerprint: 48 hours.
• Configuration questionnaires: for the whole contractual relationship, then like business customers’ data; if no contract is concluded or if it is cancelled, deleted no later than 24 months after submission. IP address fingerprint: 48 hours.
• Conversations with the Dynaxus WhatsApp number: 12 months after the last message, or for the whole contractual relationship if you become a customer.
• Transport requests that are not followed up: 12 months. Journeys carried out: for the duration of the service, then the accounting documents as indicated below.
• Conversations and appointments of a business’s customers: for the term of the contract with the business, which remains responsible for this data and can request its deletion at any time; deleted at the end of the contract.
• Access tokens and data of a business’s WhatsApp Business account: for as long as the account is connected to our service, then deleted.
• Business customers’ data: during the contractual relationship, then deleted when no longer needed.
• Contracts, invoices and accounting documents: 10 years, as required by the Swiss Code of Obligations.
• Accounts of sales staff and business introducers: for the duration of the collaboration, then deactivated; deleted once they are no longer needed to calculate and substantiate commissions. Log of actions in the internal workspace: 24 months.
• Technical server logs: a short period, limited to security and operating needs.

10. Security

Exchanges with the website are encrypted (HTTPS). Access to data is limited to the persons who need it and protected by strong passwords and strong authentication. WhatsApp access tokens are stored in encrypted form and are never disclosed to third parties. Each customer of a business can view and change only their own appointments. In our internal workspace, passwords are stored only as a hash, each salesperson has access only to the prospects and appointments assigned to them, and actions are logged. We choose service providers that offer contractual security safeguards. In the event of a data security breach presenting a high risk for you, we inform the FDPIC and, if necessary, the persons concerned, as provided by law.

11. Your rights

You can at any time, free of charge:

• find out whether we process data about you and obtain a copy of it (right of access);
• have inaccurate data corrected;
• have your data deleted or its processing restricted;
• object to processing, in particular to any further contact from us;
• withdraw consent you have given, for the future;
• receive the data you have provided to us in a common format (portability);
• ask for a person to review a reply given by an AI.

Write to us at contact@secretar-ia.ch. We may ask you to prove your identity, for example by writing to us from the WhatsApp number or email address concerned. We reply within 30 days. Some data must be kept in order to comply with the law: we will tell you if that is the case.

You can also contact the Federal Data Protection and Information Commissioner (FDPIC), Feldeggweg 1, 3003 Bern. If you reside in the European Union, you can lodge a complaint with the data protection authority of your country.

12. Having your data deleted

You wrote to a business’s WhatsApp assistant

1. Send an email to contact@secretar-ia.ch with the subject “Deletion of my data”.
2. State the WhatsApp number used and the name of the business you wrote to.
3. We check that the request really comes from the holder of the number, then delete your conversations, your appointments and your email address within 30 days, on our side and in the business’s calendar. We confirm the deletion to you by email.

You can also make the request directly to the business, which will forward it to us. The messages remain visible in your own WhatsApp app, where you can delete them yourself.

You wrote to us, requested a demonstration or transport, or filled in the configuration questionnaire

Send an email to contact@secretar-ia.ch with the subject “Deletion of my data”, stating the telephone number or email address used. We delete your data within 30 days and confirm this to you, except for the documents that the law requires us to keep (for example an invoice).

You are a business customer

• Write to us at contact@secretar-ia.ch to request the disconnection of your WhatsApp Business account and the deletion of your data.
• You can also remove Dynaxus Sàrl’s access yourself in the settings of your Meta business portfolio (business settings, then partners or integrations).
• Within 30 days, we delete the access token, the WhatsApp Business account data, the assistant’s configuration, the conversations and the appointments, except for the documents that the law requires us to keep (contract, invoices).

13. Minors

Our services are intended for adults. Where a Dynaxus Mobility journey concerns a child, for example a school run, the necessary information is given to us by a parent or legal representative, and we use it solely to organise the journey.

14. Changes and contact

We may adapt this policy, for example if we change a service provider or add a feature. The version in force is always the one published on this page, with its date. In the event of a significant change, we inform business customers in advance.

For any question about your data: contact@secretar-ia.ch, or by post to Dynaxus Sàrl, c/o E.D.G.M. SA, Rue de Berne 11, 1201 Geneva.