Status of Privacy Policy: August 2023
- Introduction
- General notes on data protection and data processing
- Name and address of the data controller in charge of processing
- Definition of terms
- Collection and processing of Personal Data
- Data Protection by Design and by Default
- Collection of general data and information
- Registration of services and usage of data
- Proprietary Rights of Website Content
- Links to other websites
- Use of Social Media Links
- Remarks concerning special internet applications
- Rights of the customer
- Confidentiality and Training
- Getting in touch with IAESTE Switzerland
- Contact, questions and suggestions
- 1. IntroductionWe are delighted that you are interested in our organisation.
The International Association for the exchange of Students for Technical Experience (IAESTE Global A.s.b.l.) is a non-profit organisation based in Luxembourg (RCSL number F1180) with the following aims: (a) to provide students in higher education with technical experience relevant to their studies; (b) to offer employers well-qualified and motivated interns; (c) to be a source of cultural enrichment for interns and their host communities.
IAESTE Switzerland is one of the members of this international organisation and is established as a non-profit organisation in Switzerland.
2. General notes on data protection and data processing
As IAESTE Switzerland is committed to achieve and maintain Members’, Associated Members’, Cooperating Institutions’, Students’, and Employers’ trust, providing a solid security and privacy program that carefully considers data protection matters constitutes an integral part of this mission. With this Privacy Policy, our organisation wishes to provide the general public with information on the nature, scope and purpose of the personal data of our customers that we collect, use and process for the services of IAESTE Switzerland. In addition, we also wish to draw your attention to the rights with which this Privacy Policy provides you.
3. Name and address of the data controller in charge of processing
IAESTE Switzerland
Weinbergstr. 41
8006 Zürich
E-Mail: info (at) office.iaeste.ch
Phone: +41 43 244 93 13
4. Definition of terms
With reference to the definitions of The General Data Protection Regulation 2016/679 of the EU, the following terms are used in this Privacy Policy:
Customer
means a person or institution who is receiving a service from IAESTE Switzerland. This can be a student applying for a traineeship or an employer offering an internship or requesting a visa service.
Data Controller means a person or department in charge of the Data Protection, as defined in the EU Data Protection Directive. In our case, it is the organisation IAESTE Switzerland.
EU Data Protection Directive means EU Data Protection Directive 2016/679 dated 27 April 2016.
Personal Data means personal data, as defined in the EU Data Protection Directive, when such data is submitted and processed for the use of services of IAESTE Switzerland. This data can include the following information about our customers:
- Name and contact data (e.g. postal and e-mail address)
- User-Account information (e.g. username)
- Home country of the customer, date of birth
- Technical information such as IP-address, browser- and computer data collected via cookies
- Preferences of the customer in terms of internships
- Name and address of the company or university
- CV data, e.g. sex, grades, nationality of a customer, when registering
Services means the online services provided to customers by IAESTE Switzerland, as listed here:
- Student registration and application for traineeships abroad
- Student registration for events of the Local Committees
- Student placement for employers
- Visa service for employers
Third party is any natural or legal person, public authority, member or body other than the affected person, the data controller, the processor and those persons who, under the direct authority of the data controller or processor, are authorised to process the personal data. This can be e.g. a governmental institution.
5. Collection and processing of Personal Data
To make the student exchanges possible, the Members, Associated Members and Cooperating Institutions who send students have to be able to submit the required personal data (e.g. passport, CV, grades, etc.) to the receiving Members, Associated Members and Cooperating Institutions, who will pass this information on to the responsible organisations such as employers, visa authorities, work permit authorities, etc. This exchange of information is handled via an online exchange platform, administrated by IAESTE Global A.s.b.l., and the website of IAESTE Switzerland, administrated by IAESTE Switzerland.
It is possible to use IAESTE Switzerland’s website without specifying any personal data. If a customer wishes to use specific services offered by our organisation (especially online registration for students and employers, student placement and visa service, registration for events, etc.), personal data may be processed.
The processing of personal data is always conducted in compliance with the national data protection provisions that apply to IAESTE Switzerland and, in particular, with the General Data Protection Regulation of the EU (GDPR 2018) and the valid Swiss legislation (FADP 2023).
As the data controller in charge of processing the data, IAESTE Switzerland has implemented various technical and organisational measures in order to ensure a gapless protection of the processed personal data. Our employees are also obliged to maintain data confidentiality as specified by law. Despite this, the nature of internet-based data transmission can potentially entail security gaps, which means that it is impossible to guarantee absolute protection. Therefore, you have the option of transmitting personal data to us by other means, such as by post or by telephone.
6. Data Protection
IAESTE Switzerland reserves the right to modify this Privacy Policy at any time, taking effect for the future. An up-to-date version is always available on the IAESTE Switzerland website. You understand and agree that it is your responsibility to regularly check the site for changes to the agreement and to review such changes. Please check the website on a regular basis to catch up on the valid data protection provisions.
The storage of the data concerned will be limited in the following way: Personal data related to the exchange for the traineeship, e.g. passport copy, grades, CV, etc. will be retained for two years digitally and in printed form.
The personal data pertaining to a realized traineeship exchange will be stored 10 years on the database to allow IAESTE Switzerland at any moment to issue a certificate upon demand of the trainee. This is sometimes required when the person is completing the formalities in order to obtain an employment.
7. Collection of general data and information
Offline
We collect your personal data offline, e.g. if you are interested in one of our products or services, or if you apply for an internship or contact us via e-mail or post. This includes collecting personal data for the purposes of managing customer relationships, providing our services, processing orders and contracts, issuing invoices, responding to questions and concerns, preparing information about our services as well as marketing them, assisting with technical issues and evaluation and further developing services.
Online
Each time a customer or an automated system calls up the IAESTE Switzerland website, the website captures a series of general data and information. This general data and information is stored in the server’s log files.
When using this general data and information, IAESTE Switzerland does not draw any conclusions regarding the customer. This information can be required in order (a) to deliver the contents of our internet pages correctly, (b) to optimize the content of our website and the advertising for it, (c) to guarantee the permanent functioning of our information technology systems and the technology of our website and (d) to provide law enforcement authorities with the information required for law enforcement in the event of a cyber-attack.
This anonymously collected data and information is thus, on the one hand, statistically evaluated by IAESTE Switzerland through google analytics 4, and on the other hand analysed with the aim of increasing data protection and data security within our company, so as to ultimately ensure an optimum level of protection for the personal data that we process.
The anonymous data in the server log files is stored separately from all the personal data supplied by an affected person.
Transfer of data abroad/server locations
Personal data is transferred to third countries in the framework of the use we make of our server locations. In so doing, we comply with the requirement of the EU General Data Protection Regulation (GDPR 2018) and the Swiss laws (FADP 2023) as well as with other national laws.
8. Registration of services and usage of data
It is necessary to register in order to use certain services. The customer is able to register online by submitting personal data. The personal data that is transmitted in the process can be seen on the particular input screen used for the registration. Before registering for or using the website, the customer has to take into consideration that he or she agrees to provide accurate, up-to-date and complete information about themselves on the website. Also, to be responsible for the security of their password and identification information. The customer will not share their password, let anyone else access their account, or do anything else that might jeopardize the security of their account. The personal data entered by the customer is collected and stored solely for the agreed usage.
In registering on the IAESTE Switzerland webpage, the IP address issued by the Internet Service Provider (ISP) of the customer, as well as the date and the time of the registration, may be saved. This data is saved since this is the only way in which we can prevent misuse of our services, and, if appropriate, this data will permit any offences that have been committed to be investigated. It is thus necessary to save this data in order to protect IAESTE Switzerland. This data is not passed on to third parties as a matter of principle, unless there is a statutory duty to pass on the data or using it for law enforcement.
Registration of the customer with the voluntary specification of personal data ensures that IAESTE Switzerland can offer the customer contents or services which, due to the nature of the matter, can only be offered to registered users. Registered persons have the option at all times to modify the personal data specified at the time of registration or to have it completely deleted from IAESTE Switzerland’s database and can make use of their right of objection regarding the processing of personal data.
It can occasionally happen that IAESTE Switzerland obtains personal data from third parties. This includes the transmission of your data by, for instance, member countries of IAESTE Global A.s.b.l. or the government for a visa service. If you do not want IAESTE Switzerland to process your personal data that you have not transferred to us directly, please inform us about this.
9. Proprietary Rights of Website Content
Every content on this website, including text, pictures, video, information, music, logos, trademarks, brands, sound and other files, and their selection and arrangement (the “website content”), are the (intellectual) property of IAESTE Switzerland with all rights reserved.
No website content may be modified, copied, distributed, framed, reproduced, republished, displayed, posted, transmitted, or sold in any form or by any means, without prior written consent of IAESTE Switzerland.
Except for the own user content of the customer, he or she may not upload or republish website content elsewhere or use information for any other means without written consent from IAESTE Switzerland.
10. Links to other websites
The IAESTE Switzerland website can contain links to websites of other suppliers. Since we have no control over these websites and have no influence on their contents, we recommend that you check the information on data protection provided on these websites. We are not, under any circumstances, competent to guarantee compliance with the statutory data protection requirements by third-party websites.
11. Use of Social Media Links
Facebook, Instagram & LinkedIn & Youtube
Links of the social networks Facebook, Instagram and LinkedIn and Youtube are integrated in our website. You can recognize these links by the logos of the companies. We would like to draw attention to the fact that, as the provider of the pages, we do not have any knowledge of the content of the transmitted data or its use by these third-party companies.
You will find further information on this here:
12. Remarks concerning special internet applications
Cookies and analysis tools
IAESTE Switzerland is using cookies and analysis tools on our webpage (such as Google Analytics 4, AdWords, etc.). Cookies are text files that are deposited and saved on the computer system of the customer via an internet browser.
By using cookies, IAESTE Switzerland is able to provide the users of this webpage more user-friendly services than it would have been possible without cookies. By setting a cookie, the information and offers on our internet pages can be optimized for the user. The affected person can prevent our internet pages from setting cookies at any time via the corresponding setting in the internet browser that they use, and hence permanently object to cookies being set. If the affected person deactivates the setting of cookies in the internet browser, they may, under certain circumstances, not be able to use all the functions of our internet page.
Google Inc., a company of the US-based holding company Alphabet Inc., provides the Google Analytics 4 service. For more information about the web analytics service used, please visit the Google Analytics website. Google Privacy Policy
When these analysis tools are used, data can be transmitted to servers located in the USA and processed there. With this respect, please note the following: from the standpoint of the European Union, the USA does not offer an “adequate level of protection” corresponding to the EU standards for the protection of personal data. For individual companies, however, this level of protection can be replaced by certification to the so-called “EU-U.S. Privacy Shield”.
13. Rights of the customer
Right of confirmation, information & erasure
Each customer is entitled to request confirmation from IAESTE Switzerland as to whether the organisation processes personal data relating to them. Any customer affected by the processing of personal data is entitled to obtain free-of-charge information from the organisation on their personal data saved and to receive a copy of this information and is entitled to request the rectification of incorrect personal data that relates to them. In addition, each customer is entitled to request the completion of incomplete personal data – including a supplementary declaration.
Any customer affected by the processing of personal data is entitled to request IAESTE Switzerland to delete the personal data relating to them without delay insofar as the data processing is not necessary anymore.
If the customer wishes to make use of this right to rectification, he or she may message info (at) office.iaeste.ch about this matter at any time.
14. Confidentiality and Training
IAESTE Switzerland shall ensure that its personnel engaged in the processing of personal data are informed of the confidential nature of the personal data, have executed written confidentiality agreements and have received appropriate training on their responsibilities. Additionally, IAESTE Switzerland shall ensure that its personnel responsible for the development of tools used to process personal data have received appropriate training on their responsibilities. IAESTE Switzerland shall also ensure that its personnel engaged in the processing of personal data are limited to those people who require such access to perform IAESTE Switzerland obligations under applicable contracts with customers.
15. Getting in touch with IAESTE Switzerland
If you call our service coordinators, your conversation will only be recorded in case nobody is in the office. You will be notified that your conversation will be recorded at the beginning of the call. The recordings will be deleted after two weeks.
We store all of the e-mails which we receive via inbox for 24 months, after this period the e-mails will be deleted.
16. Contact, questions and suggestions
If you have any further questions or comments regarding our data protection matters, our website and our security concept, we would ask you to contact us by e-mail at: info (at) office.iaeste.ch
Last updated: August 2023