Data Privacy Policy

Valid as of 1 January 2024

1 Preamble

At Essencia, Aetherische Oele AG (“Essencia AG”), safeguarding your personal data is our utmost priority. We adhere to the principles outlined in Article 13 of the Swiss Federal Constitution and the Swiss data protection regulations (Data Protection Act, DSG), which guarantee everyone’s right to privacy and protection against personal data misuse. Our dedication to safeguarding data extends to complying with both Swiss rules, including DSG, and the European Union’s General Data Protection Regulation (GDPR). The EU recognizes Swiss data protection laws as aligned with European standards.

In close partnership with our hosting providers, we employ stringent measures to protect databases against unauthorized access, loss, misuse, or tampering. Nevertheless, please note that due to inherent security gaps in internet data transmission (such as email communication), complete protection against third-party access is not feasible.

Please refer to the information below for comprehensive details about our data privacy practices.

1.1 Understanding this Data Privacy Policy

1.1.1 When certain terms and phrases are used in this Data Privacy Policy, they have specific meanings (“Defined Term(s)”). You can identify these Defined Terms because they begin with a capital letter (even if they are not at the beginning of a sentence). When a Defined Term is used, it has the meaning assigned to it in the section of this Data Privacy Policy where it is defined (you can find these meanings by looking for the phrase where the Defined Term is indicated in parentheses and quotation marks and bold letters).

1.1.2 When we refer to “we,” “our,” or “us,” we are referring to Essencia AG. When we refer to “you,” “your,” or “yours,” we are referring to you as the person accessing or using our Website.

1.1.3 Your Point of Contact for Data Privacy: Marc Wyler, our Data Protection Officer, is here for queries or concerns related to data protection. You can reach him at marc.wyler@essencia.ch or +41 52 245 05 60.

1.1.4 Your Point of Contact for Content: Camille Chervin ensures the accuracy and relevance of all the content and information presented on our website www.essencia.ch (“Website”). For any related question, please reach out to her at marketing@essencia.ch.

1.2 Data Processing

1.2.1 General Data Processing Information: We collect personal data when provided by you or when necessary for the proper functioning of our Website and the delivery of our content, the execution and consultation of our contracts regarding our Products and/or Services (as defined in our General Terms and Conditions of Business, link), or for marketing analysis purposes (together the “Purposes”), such as personal information (name, email address, mailing address and phone number, IP address), the country where you connected from, and behavioural information (browsing history, search history (ChatBot and search bar), usernames, languages, and privacy preferences). This data is processed and used only with your explicit consent and for the Purposes. We do not use personal data for other purposes and refrain from sharing your information with third parties without your consent.

1.2.2 General Processing Purposes and Legal Basis: Our data processing activities allow us to execute and consult our contracts, covering various commercial aspects like offers, orders, sales, invoicing, after-sales, and quality assurance. This is primarily guided by Art.6 para.1 lit.b GDPR/Art. 6 and 30-31 DSG, incorporating pre-contractual measures.

1.2.3 Recipients: Recipients of this data may include public bodies to fulfill legal obligations and external service providers, such as our hosting provider Infomaniak located in Switzerland, our website maintenance contractor WA Studio located in France and our web traffic analysis services provider Matomo Analytics located in Germany (but only if you have accepted the related analytics cookies beforehand). Importantly, we do not engage data processors located beyond the borders of the European Union and Switzerland. We collect this essential data for seamless contract execution or other specified Purposes with your consent.

1.2.4 Duration: Essencia AG may retain your personal data:

• for as long as we are selling or providing you with Products and/or Services; or

• after your account or agreement with us is terminated, or if your application for a particular agreement is declined or abandoned, for as long as we are permitted or required to for legal, regulatory, fraud prevention and/or our legitimate business Purposes.

1.3 Specific Data Processing Procedures

1.3.1 Online Contact Forms and Email Contact: Our online contact forms and email contact require mandatory data entry in the input mask to enable electronic communication for contract processing and sales Purposes. Only data and documents entered into the input mask are transmitted and stored.

1.3.2 Online Professional Platform: Our online professional platform, for professionals only, requires mandatory data entry in the input mask for registration. This data is used to verify professionalism, create user profiles, and support marketing/sales activities.

1.3.3 Online Applications: Our online application forms require mandatory data entry and documents submissions in the input mask for recruitment Purposes. Only data and documents entered into the input mask are transmitted and stored.

1.3.4 Newsletter: Our newsletter is sent to collected email addresses for marketing and communication Purposes. You may unsubscribe from the newsletter at any time by clicking the unsubscribe link included in any newsletter or by emailing us at info@essencia.ch.

1.3.5 Recipients: Recipients of this data may include public bodies to fulfill legal obligations and external service providers, such as our hosting provider Infomaniak located in Switzerland, our website maintenance contractor WA Studio located in France and our web traffic analysis services provider Matomo Analytics located in Germany (but only if you have accepted the related analytics cookies beforehand). No data processors outside the European Union and Switzerland are involved.

1.4 User Rights

1.4.1 In accordance with DSG and GDPR, each data subject is entitled to submit a data protection request to Essencia AG and can claim the rights listed below. Please contact our Data Protection Officer to exercise any of these rights (please refer to article 4.1.3 “Your Point of Contact for Data Privacy” for details).

• Right to be informed: Every data subject has the right to obtain information about the stored personal data and a copy including processing purposes, categories, recipients, retention period, and more.

• Right to inspect: Every data subject has the right to request confirmation if personal data is being processed.

• Right to erasure: Individuals have the right to request the deletion of their personal data in various situations, such as when it’s no longer needed, consent is withdrawn, there’s an objection without overriding reasons, unlawful processing, legal obligation fulfillment, or data collection related to services for children.

• Right to rectify: Every data subject has the right to demand the correction of inaccurate personal data without delay.

• Right to data portability: Every data subject has the right to request their personal data in a structured, machine-readable format and transfer it to another controller if legal requirements are met.

• Right to object: Every data subject has the right to object to personal data processing at any time.

• Right to revoke consent granted under data protection law: Every data subject has the right to revoke their consent to data processing at any time.

1.5 Miscellaneous

1.5.1 Use of Cookies: We use our own Cookies for enhanced user-friendliness. No personal data is stored in these Cookies and you may configure your browser settings to prevent cookie use. For more information, visit our Cookie Use Policy link.

1.5.2 Server Log Files: We collect and store server log file data such as browser type, operating system, referrer URL, and time of server request. This data is not linked to specific individuals.

1.5.3 Privacy Policy for SSL/TLS Encryption: We use SSL/TLS encryption to secure data transmission and prevent third-party access. An encrypted connection is easily identifiable by observing the address line in your browser, which shifts from “http://” to “https://” along with the appearance of a lock symbol in your browser’s interface. Once SSL or TLS encryption is activated, any data you send us becomes impervious to third-party interception, ensuring your information’s confidentiality.

1.5.4 Third-Party Integration (LinkedIn, Instagram, Facebook): When you choose to use third-party apps, websites or other services that use or are integrated with our Website, our Products or Services, they can receive information about what you post or share. For instance, activating our LinkedIn “in” button establishes a connection to LinkedIn servers. Information collected by these third-party websites is governed by their own terms and policies, not this one.

1.5.5 Website Hosting: Our website is hosted by Infomaniak, a Swiss web hosting provider known for its reliability, security, and environmental consciousness.

1.5.6 This comprehensive Data Privacy Policy ensures your understanding of our practices and commitment to securing your personal data. If you have any questions or concerns, please contact our Data Protection Officer. Furthermore, every person affected has the right to legally enforce their claims or to submit a complaint with the responsible data protection authority. The responsible data protection authority in Switzerland is the Federal Data Protection and Information Commissioner (http://www.edoeb.admin.ch).

1.5.7 Amendments. We may amend this Data Privacy Policy without prior notice at any time. The version published on our Website is the version currently applicable. Where appropriate, we will update you about amendments via email or in another suitable manner.