Data processing agreement

1. Parties and purpose

This agreement is between the customer that uses a Seatline workspace (“controller”) and Kimo Strupler, Salomon-Landolt-Weg 5, 8193 Eglisau (“processor”, “we”). It sets out how we process personal data on the customer’s behalf. It is part of the terms of service and applies automatically to every workspace; no signature is needed. Where this agreement and the terms differ on data protection, this agreement wins.

2. What we do with the data, and for how long

We process personal data only to provide Seatline: showing floor plans and who sits where, assigning and moving people, planned moves, history, notices, exports, sign-in and reading the customer’s Microsoft 365 directory if the customer connects it.

Processing lasts as long as the customer uses Seatline, plus the deletion periods in section 12.

3. Whose data, which data

People concerned: the customer’s employees and other people the customer adds (for example contractors), and the customer’s admins and users.

Data: name, work e-mail address, department/team, job title, account status and Microsoft IDs; seat assignments and reservations with dates; leaving dates; the change log (who changed what and when); sign-in records. Seatline is not meant for sensitive personal data (for example health data) and the customer does not enter any.

4. Instructions

We act only on the customer’s documented instructions: these terms, this agreement and what admins set in Seatline (for example how long history is kept). If we believe an instruction breaks data protection law, we tell the customer. We process the data for other purposes only if the law requires it, and then tell the customer unless the law forbids that.

5. Confidentiality

Everyone who can access customer data on our side is bound to confidentiality, and only gets access when it is needed (for example to help with a support request the customer made).

6. Security measures

Technical: encrypted connections (HTTPS/TLS) and encrypted storage; strict separation of customers in the database (row-level security, tested automatically); sign-in through Microsoft Entra ID or single-use e-mail links, no stored passwords; secrets in Azure Key Vault; automatic backups; history that cannot be changed afterwards; error logs without personal details.

Organisational: access only where needed and personal; security updates applied promptly (automatic dependency checks); changes reviewed and tested before release; all data and backups in Switzerland. We keep these measures up to date and may replace them with equally good or better ones.

7. Sub-processors

The customer agrees that we use these sub-processors: Microsoft Ireland Operations Ltd. (hosting, database, backups and logs in Microsoft Azure, region Switzerland North, Zurich; sign-in with Microsoft Entra ID), Hostpoint AG, Rapperswil-Jona, Switzerland (sending e-mails such as sign-in links and notices), and Stripe Payments Europe Ltd., Ireland (payments; only the customer’s billing details, not its employees’ data).

We bind sub-processors to the same data protection duties. We tell the customer’s admins about a new sub-processor at least 30 days in advance by e-mail; the customer may object and, if we cannot find a solution, cancel before the change.

8. Where the data is

Customer data, backups and logs are stored and processed in Switzerland. Data leaves Switzerland only where a sub-processor in section 7 needs it for its service, and then only under the safeguards required by Swiss law (for example recognised adequacy, standard contractual clauses).

9. Requests from the people concerned

People who want to see, correct or delete their data contact the customer. Seatline has built-in tools for this (download a person’s data, correct people, forget people who left, set how long history is kept). If a request reaches us, we pass it to the customer and help where needed.

10. Data breaches

If we become aware of a breach of security affecting customer data, we tell the customer’s admins without undue delay, as a rule within 48 hours, with what we know (what happened, which data, likely consequences, what we did) so the customer can meet its own duties to report.

11. Information and audits

We give the customer the information needed to show that this agreement is kept. The customer may check this once a year, or after a data breach, with 30 days’ notice, by questionnaire or by an independent auditor bound to confidentiality, at its own cost and without disturbing the service or other customers.

12. End of the contract

Before the end and up to 30 days after it, admins can export their data (Excel/CSV/PDF and per person). After that we delete the workspace and all customer data, at the latest 6 months after the end of the subscription or trial; backups are overwritten within 35 days after that. We keep only what the law requires (for example billing records).

13. Law and a signed copy

Swiss law applies; the place of jurisdiction is the one in the terms. If you need this agreement signed for your records, write to hello@seatline.ch — we send you a signed PDF.