Privacy policy

1. Data protection at a glance

General information

The following information gives a simple overview of what happens to your personal data when you use Helferplanung.app. Personal data is any data that can be used to identify you personally. This privacy policy is based on the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

Data collection on this website

Who is responsible for data collection on this website?
Data on this website is processed by the website operator. You can find their contact details in the legal notice of this website.

How do we collect your data?
Some of your data is collected when you provide it to us. This may, for example, be data that you enter when you register or create an event. Other data is collected automatically by our IT systems when you visit the website. This is mainly technical data (e.g. web browser, operating system or time of the page visit).

2. Controller

bitcrafts GmbH
Amselweg 45A
4528 Zuchwil
Switzerland
Email: info@helferplanung.app

3. What data do we collect?

When you use Helferplanung.app, the following data may be collected:

• Account data: email address, name (on registration)
• Event data: information about your events, such as name, date, location and description
• Helper data: names and contact details (including mobile phone number and the preferred notification channel chosen (email or WhatsApp)) of the helpers you invite to your events
• Shift data: information about shifts and assignments
• Usage data: technical data such as IP address, browser type, access times

In addition, our customers may collect custom fields (e.g. T-shirt size or individual details).

We expressly recommend not collecting any sensitive personal data (e.g. health data) without an appropriate legal basis.

4. What do we use your data for?

We use your data exclusively for the following purposes:

• Providing and operating the Helferplanung.app services
• Managing your user account
• Communicating with you about your account or your events
• Notifying helpers about shift assignments (by email or, with consent, by WhatsApp)
• Improving and further developing our services
• Complying with legal obligations

4a. Processing on behalf of others (data processing)

When using Helferplanung.app, our customers (e.g. event organisers or organisations) collect personal data of helpers.

In this context:

• Our customers are the controllers of the data processing
• We act as a processor and process data exclusively on behalf of and on the instructions of our customers

5. Legal bases

Your data is processed on the following legal bases:

• a) Consent: Where you have given us consent to process personal data (Art. 6(6) FADP / Art. 6(1)(a) GDPR).
• b) Performance of a contract: To perform a contract or to take steps prior to entering into a contract (Art. 6(1)(b) GDPR).
• c) Overriding interest: Where this is necessary to protect our overriding legitimate interests (Art. 31(1) FADP / Art. 6(1)(f) GDPR).

6. Hosting and service providers

Our platform runs on servers of Hetzner Online GmbH (Germany). To send emails, we use Amazon Web Services (AWS SES, EU region Frankfurt). For analytics, we use PostHog (EU cloud). To deliver WhatsApp notifications, only if the WhatsApp channel is enabled (see section 6a), we use Meta Platforms Ireland Ltd.

6a. WhatsApp notifications (Meta)

Organisations can offer their helpers the option of receiving notifications (e.g. registration confirmations and shift reminders) by WhatsApp instead of email. WhatsApp is only used if the organisation has enabled this channel and you expressly choose it as your preferred channel when registering and provide your mobile phone number (consent, Art. 6(6) and (7) FADP / Art. 6(1)(a) GDPR).

For sending, we use the WhatsApp Business Platform of Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland (“Meta”). Meta is involved as a subprocessor in the processing on behalf of the organisation (see section 4a). Your mobile phone number and the content of the respective message (e.g. your name, event, shift and time details) are transmitted. Onward transfer to Meta Platforms, Inc. in the USA is possible; it is based on the Swiss-U.S. and EU-U.S. Data Privacy Framework, under which Meta is certified, and additionally on standard contractual clauses.

You can withdraw your consent at any time by switching your preferred channel back to email when registering, or by replying “STOPP” to a WhatsApp message. After withdrawal, you will receive notifications by email; the lawfulness of the processing carried out until then remains unaffected.

We have no influence on the processing that WhatsApp carries out in connection with your own WhatsApp account (e.g. under the WhatsApp privacy policy); in this respect, Meta is independently responsible.

Subprocessors

You can find a complete list of the subprocessors we use here: Subprocessors

These service providers process personal data exclusively on our behalf and on the basis of corresponding data processing agreements.

7. Data storage and deletion

We only store your data for as long as is necessary to fulfil the purposes stated or as required by statutory retention periods. After your account is deleted, your personal data will be deleted within 30 days, unless statutory retention obligations apply. Data is generally processed within Switzerland and the European Union.

8. Your rights

Under the Swiss Federal Act on Data Protection and the GDPR, you have the following rights:

• Access: You can request information about the data stored about you.
• Rectification: You can request the correction of inaccurate data.
• Erasure: You can request the deletion of your data.
• Data portability: You can request that your data be handed over in a common format.
• Objection: You can object to the processing of your data.
• Complaint: You can lodge a complaint with the Federal Data Protection and Information Commissioner (FDPIC) or with the competent data protection authority in the EU.

9. Cookies

Helferplanung.app uses technically necessary cookies to ensure the functionality of the website (e.g. for authentication). These cookies are required to operate the website and cannot be disabled. In addition, with your consent, we use analytics and tracking technologies (e.g. PostHog) to analyse how our platform is used.

Analytics and tracking

We use the analytics tool PostHog to understand and improve how our platform is used.

In particular, the following data may be processed:

• IP address (shortened where possible)
• Device and browser information
• Usage behaviour within the platform

Data is processed via PostHog’s EU endpoint.

Analytics with cookies and session replay are used exclusively on the basis of your consent. You can withdraw your consent at any time via the “Cookie settings” link at the bottom of every page. We store your choice in a technically necessary cookie for twelve months.

If you decline, PostHog only counts page views on our website in so-called cookieless mode. No analytics cookies are set and no identifiers are stored in your browser. To count visits, PostHog creates an anonymous hash on its servers that changes daily. No session replay takes place. The legal basis is our legitimate interest in designing the website according to needs (Art. 31(1) FADP / Art. 6(1)(f) GDPR).

Session replay

To improve usability, we use session replay technologies with your consent.

These record user interactions (e.g. clicks or scrolling behaviour). Input in sensitive fields (e.g. passwords or forms) is not stored and is protected by technical measures (e.g. masking).

10. Data security

We use technical and organisational security measures to protect your data against accidental or intentional manipulation, loss, destruction or access by unauthorised persons. Our security measures are continuously improved in line with technological developments.

11. Changes to this privacy policy

We reserve the right to amend this privacy policy so that it always meets current legal requirements or to reflect changes to our services. You will always find the current version on this page.