Privacy Policy

1. Scope

This privacy policy applies to all products, websites and services offered by Paixon GmbH in relation to the Micromate applications (the “Services”), but not to third-party websites to which our services may link and which are their own Subject to data protection regulations.

2. Responsible person

Paixon GmbH (Neunbrunnenstrasse 31, CH-8050 Zürich, Switzerland, email: hello@micromate.ai) is the responsible person within the meaning of Article 4 No. 7 of the European General Data Protection Regulation (“GDPR”).

The contact details of our data protection officer are as follows:
Christoph Süess
hello@micromate.ai

3. Basics

The terms “we”, “us”, “our” refer to Paixon GmbH. The terms “you” and “your” refer to you as a subscriber or user of our Services. The term “personal data” means any information relating to an identified or identifiable natural person (hereinafter “data subject”); A natural person is considered to be identifiable if he or she can be identified directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more special characteristics that express the physical, physiological, genetic, psychological, economic, cultural or social identity of this natural person can be identified, Art. 4 No. 1 GDPR. Within the scope of the Swiss Data Protection Act, the term personal data also includes data of legal persons.

4. Purpose of the data protection regulations

We receive data about you, for example, when you access our websites, enter your data on our websites micromate.ai and manage.micromate.ai (“our websites”) or by contacting us by telephone, email or correspond in another way. This includes, for example, information that you enter into one of our contact forms, when you subscribe to our services or participate in discussion forums or other social media functions on our websites and when you report a problem to us via our websites. The information you provide to us includes, for example, your name, address, email address and/or telephone number, a personal profile and your photo. Any processing of your personal data is based on a legal basis, which is set out below.

5. Data processing purposes

5.1 Processing of personal data

Every data processing requires a legal basis. If the processing is necessary for the performance of a contract to which the data subject is a party or to carry out pre-contractual measures at the request of the data subject, the processing may be based on Article 6 Paragraph 1 Letter b) GDPR.

If the processing is necessary to safeguard the legitimate interests of the controller or a third party, unless the interests or fundamental rights and freedoms of the data subject that require the protection of personal data outweigh them, it may be based on Article 6 Para. 1 lit. f ) DSGVO are supported.

We process your data for the following purposes:

• to fulfill our obligation to provide you with the Services in accordance with the Terms of Service entered into between you and us; The legal basis for data processing is Article 6 Paragraph 1 Letter b) GDPR.
• Notify you about changes to our Services; The legal basis for data processing is Article 6 Paragraph 1 Letter b) GDPR.
• To ensure that the content of our websites and the information exchanged via communication tools such as Microsoft Teams are presented to you on your computer as efficiently as possible; The legal basis for data processing is Article 6 Paragraph 1 Letter b) or f) GDPR.
• to enable you to participate in test and trial offers of our services; The legal basis for data processing is Article 6 Paragraph 1 Letter b GDPR.
• Inform you about parts of the Services that we believe will be of interest to you, where you have consented to this; The legal basis for data processing is Article 6 Paragraph 1 Letter a) GDPR;
• as part of our efforts to offer you the greatest possible security when using our applications. The legal basis for data processing is Article 6 Paragraph 1 Letter f) GDPR.

5.2 Processing of anonymous data

We also process data that cannot be assigned to any person. This is data that does not personally identify you, including anonymous information and aggregated data. This information helps us to better understand how our users use the Services, to analyze our users’ demographics, interests and behavior, to improve the Services, to provide users with tailored services and information, and similar purposes.

6. Data collection

6.1 General

6.1.1 Communication

If you contact us to provide feedback, lodge a complaint, or ask a question, we will retain personal information and other information that you provide to us in your communication so that we can respond to your communication appropriately . The processing of your personal data for feedback processing is based on Art. 6 Para. 1 lit. f) GDPR.

6.1.2 Activity

When you use our Services, we receive and store certain information about your use of the Services. This includes IP addresses, browser types, domain names and other statistical data about your use of the Services. We use this data to measure the performance of our websites and further develop our products and services.

6.2 Micromate Applications

6.2.1 Public website (micromate.ai)

When you visit our public website, the web server technology we use automatically logs general technical visit information. This includes, among other things, the IP address of the device used, information about the browser type, the Internet service provider and the operating system used (see section 6.3.3). The website contains links (see section 6.3.2) and uses cookies (see section 6.3.1).

6.2.2 Manage Micromate website (manage.micromate.ai)

While using Manage Micromate within the login-protected area, all data entered or submitted by the user during the registration process and when using the software is saved.

For each user, the name, last name, email, language and gender are stored in the zitadel.ch profile. These can be viewed and adjusted via https://console.zitadel.ch/users/me.

Manage Micromate contains links (see section 6.3.2), uses cookies (see section 6.3.1) and creates log files (see section 6.3.4 Log files).

6.2.3 Micromate Chatbot

If Micromate is installed as an app in Microsoft Teams, the following personal information is transferred to the Micromate system and stored there: first name, last name, name (first name + last name), email and principal name.

Micromate Chatbot can display links (see Section 6.3.2) and generates log files (see Section 6.3.4 Log Files).

6.3 Technologies used

6.3.1 Cookies

We use cookies to increase the quality of our services. The term “cookies” refers to small pieces of data that are sent to your computer’s hard drive by a website while you are browsing the site. Many cookies contain a so-called cookie ID, which is a unique identifier for the cookie. It consists of a character string through which Internet pages and servers can be assigned to the specific Internet browser in which the cookie was stored. This enables the visited websites and servers to distinguish the individual browser of the data subject from other internet browsers that contain other cookies. A specific Internet browser can be recognized and identified via the unique cookie ID.

By using cookies, we can provide you with more user-friendly services that would not be possible without the use of cookies. We use both session cookies (which expire when you close the browser) and permanent cookies (which remain on your computer until you delete them). You can remove permanent cookies using the instructions in your browser help. If you choose to disable cookies, it is possible that some parts of our Services will not function properly or not at all. The use of cookies is based on Art. 6 Para. 1 lit. f) GDPR.

6.3.2 Links

Our Services may contain links to third-party websites that are not affiliated with us. Except as set forth herein, we do not share your personal information with these third parties and are not responsible for nor assume any liability for their privacy practices. We recommend that you read the privacy policies of these third party websites.

6.3.3 Tracking and analysis tools

The use of our digital offerings is measured and evaluated using various technical systems, primarily from third-party providers such as Google Analytics. These measurements can be carried out both anonymously and personally. It is possible that the data collected by us or the third-party providers of such technical systems may be passed on to third parties at home and abroad for processing. The most frequently used and best-known analysis tool is Google Analytics, a service provided by Google Inc. This means that the data collected can generally be transmitted to a Google server in the USA.

Our website uses Google Analytics, a web analysis service provided by Google Inc. based at 1600 Amphitheater Parkway, Mountain View, CA 94043, USA (“Google”). Google Analytics uses so-called cookies, text files that are stored on your computer and enable analysis of your use of the website. The information generated by the cookie about your use of the website (including your IP address, which is anonymized by Google before it is stored so that it can no longer be assigned to you) is transmitted to a Google server in the USA and stored there saved. Google will use this information to evaluate your use of the website, to compile reports on website activity for us and to provide other services relating to website activity and internet usage. Google may also transfer this information to third parties if required by law or if third parties process this data on behalf of Google. Under no circumstances will Google associate your IP address with other Google data.

Our website uses the “demographic characteristics” function from Google Analytics. This allows reports to be created that contain information about the age, gender and interests of site visitors. This data comes from interest-based advertising from Google and third-party visitor data. This data cannot be assigned to a specific person. You can deactivate this function at any time via the ad settings in your Google account or generally prohibit the collection of your data by Google Analytics.
For further information, please see Google’s data protection regulations at https://support.google.com/analytics/ answer/6004245?hl=en.

If you do not want your website activity to be available to Google Analytics, you can install the Google Analytics opt-out browser add-on: https://support.google.com/analytics/answer/181881?hl= en. This prevents JavaScript running on websites (ga.js, analytics.js and dc.js) from sharing activity data with Google Analytics.

The analysis of data by other tools from the website owner is not prevented when you use the add-on. Data may still be sent to the website or to other web analysis services.

6.3.4 Log files

We collect certain information about our website in so-called server log files, which your Internet browser automatically transmits to us. These include, among other things, the user agent (browser type and browser version, operating system used), http header information (referrer URL, IP address of the accessing computer), the time of the server request and the login status. These server log files are only merged with other data sources for error analysis.

7. Handling data

7.1 Storage of data

All data in the application is operated and stored on secure data storage within Switzerland.

We store your personal data for as long as is necessary for the purpose for which it was collected or to fulfill our legal obligations such as statutory retention periods.

7.2 Disclosure of data

7.2.1 Legal obligation

We may disclose your personal information in response to a request for information if we believe that such disclosure is in accordance with any applicable law, governmental regulation or legal process, or as otherwise may be required by law or regulation. The legal basis for processing to fulfill a legal obligation is Article 6 Paragraph 1 Letter c) GDPR.

7.2.2 Violation of the General Terms and Conditions

We may also disclose your personal information to legal representatives or authorities if we believe that your actions have violated our Terms and Conditions and Privacy Policy, or to protect our or others’ rights, property, or safety protect. The legal basis for this is Article 6 Paragraph 1 Letter f) GDPR.

7.2.3 Disclosure to members of the corporate group

If necessary. We transmit personal data to other parts of the company, e.g. for billing purposes. In this case, the transfer is based on Art. 6 Paragraph 1 Letter f) GDPR.

7.2.4 Disclosure of information to third parties

We use third-party services to which personal data such as IP address, email address, telephone number, first and last name can be transferred or stored for analysis and processing by Micromate.

Micromate currently uses the following third-party providers for daily operations: Google Analytics (for usage analysis on micromate.ai), Atlassian – JIRA & Trello (ticketing and task management system), Zoho CRM, GitHub (source management) and Google Workspace (data storage, email, calendar).

The third-party providers with whom Micromate’s SaaS products automatically exchange data are listed on the page Subcontractors listed.

7.3 Data security

We have implemented technical and organizational security measures to protect the data we manage against accidental or intentional manipulation, accidental or intentional loss, accidental or intentional destruction and against access by unauthorized persons. We use TLS encryption when transmitting data via our systems. Our security precautions are constantly optimized through an ongoing process.

However, we cannot guarantee that every Internet or e-mail transmission is completely secure or error-free and, with the exception of our guarantee to use technical and organizational measures to ensure the technical security of all data transmissions, we cannot guarantee their absolute security and are therefore not liable for intercepted data sent over the Internet or for third parties working with revoked, stolen, forged or otherwise unsafe certificates.

8. Rights of those affected

As a data subject, you have extensive rights that you can assert against us.

• Upon request, we will inform you in writing, in accordance with applicable legal provisions, whether and, if applicable, which personal data we have stored about you. You can view your personal data at any time free of charge and request its correction and/or deletion and/or blocking. For this purpose and/or to obtain further information, please contact us at hello@micromate.ai.
• You have the right to receive the personal data we hold about you in a structured, machine-readable format. Upon request, we will transfer your personal data to another controller.
• You have the right to request the restriction of the processing of your personal data under certain conditions.
• The data subject has the right not to be subjected to a decision based solely on automated processing, including profiling, which has legal effects concerning them or similarly significantly affects them.
• You also have the right to lodge a complaint with the competent data protection authority.

To exercise any of the rights mentioned in this section or in case of questions regarding the processing of your personal data, please contact us at the email address provided above. Our Data Protection Officer will be happy to provide you with any additional information you may require or to address your suggestions or complaints.

9. Changes to this privacy policy

We are free to change this privacy policy at any time. The new version will always be posted on this website. These changes will be binding immediately on new users of our Services and will be effective on existing users by continued use of the Services after the effective date of the posted change.

Please note that you are always responsible for keeping your personal information up to date and providing us with your current contact information.

Any questions? You are welcome to contact us at any time if you have any questions about this privacy policy regarding personal data. You can reach us via the following email: hello@micromate.ai.

Data protection regulations Micromate, version September 28th, 2024