Effective Date: September 1, 2023 (update August 12, 2025)

1. Importance of Data Protection

The protection of your personal data is a serious matter that we care deeply about. This statement aims to inform you, in a transparent manner, about the collection, processing, and use of your personal data, in accordance with the Swiss Federal Act on Data Protection (FADP), the new FADP (nFADP), and the General Data Protection Regulation (GDPR).

2. Personal Data Processed and Purposes

We are solely responsible for the collection, processing, and use of personal data provided by your employees or by representatives of your organization, particularly in the course of implementing pre-contractual or contractual measures.

Such data may include:

• Name
• Email address
• Telephone number
• Other data voluntarily provided in the context of our activities

These data are processed exclusively in connection with the following activities:

• External Trusted Person (prevention of psychosocial risks and support to employees)
• Human Resources Consulting (various mandates)
• Supervision (support to employees or other professionals in various fields)

3. Legal Basis for Processing

• The performance of a contract or pre-contractual measures
• The consent of the data subject (for certain communications or specific uses)
• Our legal obligations
• Our overriding legitimate interest, as Essens, in delivering its services under secure and reliable conditions

4. Data Collection and Disclosure

Only data provided voluntarily are collected. Such data are not transmitted or shared with third parties, except:

• With the explicit consent of the data subject
• To comply with a legal obligation
• Under a written agreement between the parties

If a transfer of data outside Switzerland or the European Union is required, it will only be carried out to countries recognized as providing an adequate level of protection or on the basis of appropriate safeguards.

5. Data Retention and Anonymization

Where possible, we anonymize data and minimize retention.

Data are kept only for as long as necessary to provide the services or to meet legal obligations.

As a general rule, data are deleted no later than 2 years after the end of the engagement, unless a longer retention period is required by law.

6. Data Security

We securely store the necessary data and take all appropriate technical and organizational measures to prevent:

• Partial or total loss of data
• Unauthorized access
• Misuse

7. Responsibility for Messages Sent

Employees and representatives of Essens’ clients, as well as partners, remain solely responsible for the content of any messages they send to us by telephone, email, or postal mail. The principles of confidentiality are systematically reiterated during individual meetings.

8. Rights of Data Subjects

Your employees and representatives have the following rights:

• Access to their data
• Rectification of inaccurate data
• Restriction of or objection to processing
• Deletion of data
• Withdrawal of consent (for processing based on consent)
• Lodging a complaint with the competent data protection authority

These rights may be exercised free of charge by contacting us at the address provided below. We will respond within a maximum of 30 days.

9. Website

• ESSENS Sàrl is the sole operator of the websites www.personnedeconfiance.ch and www.essens.ch (alias).
• Hosted in Switzerland
• Secure connection via SSL certificate
• No personal data stored on the site
• No cookies or tracking tools
• No links to social networks
• Information submitted via the contact form is used solely to respond to the request, and transmission is encrypted.

10. Contact

For any questions or comments regarding the processing of your personal data:

ESSENS Sàrl
Sophie SCHINDLER – Managing Director and Person Responsible for Data Processing
E-mail: sophie.schindler@essens.ch