Privacy

Version: 25 September 2026

1. Responsible company and contact

Business Zone GmbH
Chamerstrasse 44
6331 Hünenberg
Switzerland

Responsible person: Thomas Böhme

Contact for privacy enquiries: kontakt@vereinsfee.ch

2. Scope and roles

This policy applies to the public website vereinsfee.ch, enquiries about Starter Free and the trial, and processing by VereinsFee when providing the platform.

Business Zone GmbH, as the provider of VereinsFee, is responsible for contact, quotation, trial and contract data. When a club uses VereinsFee for its membership, board, document or financial data, the club generally remains responsible for the operational processing of that data. VereinsFee processes this data as a technical service provider on the club's behalf. The details are set out in a data processing agreement and the contract documents before production use.

3. What data we process and why

Website and technical access

When you visit this website, the hosting provider processes access data needed for technical purposes, in particular your IP address, date and time, requested page, transferred data volume, browser and device information, and the previously visited page if your browser transmits it. This processing supports secure and stable website operation, error analysis and protection against misuse.

The public website currently uses no analytics, advertising or social media tracking services and sets no non-essential cookies of its own. Technically necessary server logs may nevertheless be created.

Contact, package advice and trial requests

When you contact us by email or request Starter Free or trial access, we process the information you send us. This generally includes your name, club or organisation, role, email address, communication content and information needed to prepare access, a trial or a quotation. We use this data to respond to the enquiry, contact you, prepare and support access or the trial, and document the business relationship.

Please do not send member lists, financial data, login credentials or other confidential club documents by unencrypted email. Before transferring club data, we agree on a suitable transfer method and the scope of the data.

Platform use

Depending on the features subscribed to and approved by the club, platform use may involve processing user and access data, membership and contact details, roles and responsibilities, calendar and task information, communications, documents and their metadata, and contribution and accounting data. Financial data is accessible only to authorised roles.

Documents and information do not automatically become public. VereinsFee supports visibility according to roles, particularly for members, the board and finance. As the responsible organisation, the club decides on content, permissions, publication and approvals.

AI option and document index

The AI option processes only content accessible to the relevant role and approved for this purpose. It can search sources and prepare answers, summaries or drafts. AI outputs are not autonomous decisions and do not replace human review. In particular, the AI must not send messages independently, publish content or make club decisions.

After approval, supported documents can be processed for search and OCR/indexing. The treasurer or another appropriately authorised person decides on approval for financial documents. Optional cloud AI is used only when expressly agreed, configured and approved for the relevant text collection. Without this approval, document content is not transmitted to a cloud AI provider.

4. Infrastructure, recipients and processors

The public website is currently provided through hosttech as an interim solution. As the hosting provider, hosttech may process technical access data to the extent necessary for operation.

The VereinsFee platform is designed for separate development, demo, trial and production environments. The documented operating setup uses containerised services on a Synology DS925+ with a PostgreSQL database. Trial, demo and production data must not use the same database, volumes or secrets.

Other recipients receive data only where necessary to provide the service, required by law, covered by consent or requested by the club. These may include the email provider for sending messages, technical maintenance providers, the hosting provider and, only where cloud AI has been agreed and approved, the relevant AI provider. Processors are contractually required to process data in accordance with data protection requirements.

Data is disclosed abroad only where necessary for an agreed service, particularly expressly activated cloud AI. In that case, we inform you about the recipient country, provider and planned safeguards before activation.

5. Retention and deletion

We process personal data only for as long as necessary for its purpose, statutory retention obligations or the establishment, exercise or defence of claims. Contact and trial enquiries are deleted or anonymised once processing is complete, unless a business relationship, legal obligation or legitimate documentation need requires otherwise.

Trial data is deactivated at the end of the agreed trial and deleted or anonymised after the agreed transfer or deletion period. After a contract ends, production club data is returned, deleted or anonymised in accordance with the contract. Data may remain in backups until their respective retention periods expire. Backups are not used for ongoing operations and are restored only in a controlled manner.

6. Data security

We take appropriate technical and organisational measures to protect data against unauthorised access, loss, alteration and disclosure. These include role-based access, separation of environments and club data, protection of administrative accounts, secured operating procedures and backups. The specific protection depends on the environment used and the agreed scope of service.

7. Your rights

Under applicable data protection law, you may request information about whether and what data we process about you. You may also request correction of inaccurate data and, where the conditions are met, deletion or restriction of processing, and you may object to processing. Please contact us by email with access or privacy requests. We may request proof of identity where needed to protect the data.

Where the European Union's General Data Protection Regulation applies to processing, additional rights under that regulation may apply, particularly data portability and the right to complain to a competent supervisory authority.

8. Changes to this policy

We may update this privacy policy if features, infrastructure, service providers or legal requirements change. The version published on this website with its stated revision date is the applicable version.

9. Important information for clubs

Each club remains responsible for informing its members and other affected people about its own data processing, assigning access rights correctly, reviewing document approvals and ensuring that the necessary conditions are met, particularly for images, health data and other sensitive information.

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