Privacy policy

1. Controller and contact

The controller for the processing of personal data described in this policy is ZUFISO Zürich Financial Solutions GmbH, Badenerstrasse 738, 8048 Zürich, Switzerland.

For questions about data protection and to exercise your rights, contact us at haci.bozca@cleva.ch or by phone at +41 43 542 54 00.

2. This policy and the Cleva employee app

This privacy policy applies to the Cleva employee app and the associated employee portal available at my.payroll.cleva.ch, as well as to the associated website.

Through the app and the portal, employees can view and maintain their contact and master data, record working hours and absences, submit expenses with an optional photo of the receipt, and access payslips and personal documents. The app is operated by ZUFISO as the controller. The respective employer has access to its employees’ data to the extent required for payroll and HR purposes; changes to one’s own profile are immediately visible to the employer.

For companies that create quotes and invoices with Cleva (Cleva Faktura), ZUFISO processes the data of their customers on behalf of the respective company. The company issuing the document is responsible for this data; please address any enquiries about it to that company first.

3. Legal basis and purposes

The revised Swiss Federal Act on Data Protection (FADP, also revDSG/nDSG) applies. Where the European General Data Protection Regulation (GDPR) applies to the processing of data of data subjects in the EU, we also take it into account.

We process personal data to provide the employee app and the portal, to carry out payroll and HR administration for the employer, to deliver login credentials and payslips, to comply with legal obligations and to ensure secure operation.

4. What data we process

In connection with the app and the portal, the following data in particular may be processed:

• master and contact data (name, address, email, phone, marital status, emergency contact);
• employment data (start/end date, workload, date of birth, nationality, AHV number);
• working hours and absences; freely entered absence details may contain sensitive personal data such as health information;
• expenses (amount, date, description, category, payment method, notes) and receipts recorded voluntarily;
• payslips and personal documents;
• for Cleva Faktura: name, address, UID, email and phone of customers and contact persons, as well as quotes, invoices and credit notes with line items, amounts and payment status;
• when a document link is opened: the time of access, retrieval of the PDF and, for quotes, the name given, any comment and the decision (accepted or declined);
• access and log data that arise technically when operating the app.

Access is restricted to those who need it for the purposes stated: the data subject, authorised HR staff of the employer and ZUFISO as the operator.

5. Camera and receipt photos

To submit expenses, you may voluntarily take a photo of a receipt or select a file. The camera is used only at your request and only for this purpose. The receipt is assigned to the respective expense entry and stored securely.

6. Document link

Quotes and invoices are sent with a personal link; if the issuing company accepts online payments, the link also appears as a QR code on the invoice PDF. The link contains a random key known only to those who received the email or PDF; only a checksum of it is stored. Only this one document can be accessed via the link, without logging in. The link is time-limited (one year for invoices, 30 days beyond the validity period for quotes) and can be blocked by the issuing company at any time.

So that the company knows the status of its documents, we record when the link was first and last opened, how often, and whether the PDF was downloaded. To prevent misuse, we count requests per IP address; this counter is deleted after two days at the latest. No cookies are set and no trackers are used.

If the paying person chooses “Pay online”, they are redirected to Stripe; Stripe’s terms apply.

7. Service providers and data location

We use carefully selected processors to operate the service:

• Supabase – database, authentication and file storage. The data is processed in Switzerland (Zurich region).
• Microsoft Azure – AI models for the chat functions and the processing of receipts. Processing takes place in Switzerland (Switzerland North region, Zurich).
• Vercel – hosting of the web application within the EU.
• Resend – sending login credentials, payslips and quotes, invoices and credit notes by email (including PDF attachments). Sending emails may involve disclosure abroad, including to the USA.
• Stripe – online payment of invoices (card, TWINT and other payment methods), provided the issuing company has connected its own Stripe account. Stripe processes the payment directly with the company; payment details such as card numbers are entered by the paying person at Stripe, and Cleva does not receive them. Cleva receives from Stripe only the confirmation of payment (amount, time, identifier and, in the event of a dispute, its status) and assigns it to the invoice; at the company’s request, Cleva sends the paying person a confirmation by email. Stripe may disclose data to the USA; Stripe’s privacy policy applies.
• UID register of the Federal Statistical Office – lookup of public company information (name, address, UID, VAT status) when creating a customer. Only the search term entered is transmitted.
• Google Fonts – provision of fonts. When external fonts are loaded, connection data, in particular your IP address, is transmitted to Google.

Disclosure to recipients within the EU/EEA is permitted, as an adequate level of data protection is recognised there. For disclosures to countries without a recognised adequate level of protection, in particular the USA, we ensure an adequate level of protection through the safeguards provided by law (such as standard contractual clauses).

Data is passed on to authorities, tax offices, social insurance institutions or other recipients within the scope of the engagement, corresponding powers of attorney or legal obligations.

8. Retention and deletion

We retain personal data for as long as required for the respective purpose or by legal obligations. There is no uniform period for all data; the relevant data category determines the period:

• Employee account and access: after the employee leaves, access is deactivated and the account locked; it is deleted once the purpose no longer applies and the relevant retention obligations have expired.
• Payroll and accounting records (in particular payslips and the payroll journal as accounting vouchers): ten years under Art. 958f of the Swiss Code of Obligations; the period begins at the end of the financial year.
• Quotes, invoices and credit notes including their history: ten years under Art. 958f of the Swiss Code of Obligations, insofar as they are accounting vouchers; the period begins at the end of the financial year. Document links expire at the end of their validity; their access log is retained with the document.
• Other personnel file and master data: during the employment relationship and thereafter only as long as required for the purpose or to assert or defend claims; then deletion or anonymisation.
• Sensitive data (e.g. health information from absences): only as long as required for the respective purpose, then deletion.
• Technical logs: as a rule no longer than twelve months.
• Backups: on a rolling basis for no more than 90 days; they are then overwritten.

A request for deletion does not override statutory retention obligations. Data that must still be retained is restricted to the necessary purposes.

9. Rights of data subjects

You may request information about the processing of your personal data and the correction of inaccurate data. Further rights, in particular to erasure, to object to processing, or to receive and transfer your data, exist within the scope of the legal requirements.

Please send your request to haci.bozca@cleva.ch. To prevent unauthorised disclosure, reasonable proof of identity may be required. You may also contact the Federal Data Protection and Information Commissioner (FDPIC). Where the GDPR applies, the rights and means of appeal provided there remain reserved.

10. Cookies, local storage and web analytics

The application uses local browser storage for your login session and display settings (e.g. light or dark design), as well as a service worker and cache for application files and fonts. No web analytics or marketing trackers are used.

Technically necessary connection data arises when accessing the application. It is processed within the periods for logs stated in section 8.

11. Further information

Information about your rights is available from the FDPIC on the right of access (in German). The federal SME portal provides information on statutory retention (in German).