Legal

Privacy policy

1. Controller

Top Line Electronic GmbH
Tellistrasse 116, 5000 Aarau, Switzerland
Email: hallo@swissdocs24.ch
Phone: +41 76 830 50 33

As a Swiss company, we are subject to Swiss data protection law (revFADP/nDSG). For customers in the European Union, we also comply with the General Data Protection Regulation (GDPR). There is no mandatory requirement for us to appoint a data protection officer.

2. Purpose of Data Processing

We process personal data exclusively for the following purposes:

  • Providing the SwissDocs24 service (online letter preparation, transmission to print/mail providers)
  • Processing payments via Stripe
  • Authentication and account security (OTP login)
  • Customer support and communication
  • Compliance with legal obligations (tax, accounting)
  • Technical operation and security of the platform
  • With your consent: Analytics to improve our services and understand usage

3. Data Processed

We process the following categories of personal data:

  • Account data: Email address, OTP codes
  • Content data: Uploaded letters/PDFs, sender and recipient addresses
  • Order data: Printing and shipping options, order history
  • Payment data: Payment metadata processed via Stripe (we do not store credit card numbers)
  • Technical data: IP addresses, browser information, device information, access times
  • Communication data: Support requests and correspondence

4. Legal Basis for Processing

We process your data based on:

  • Contract performance: Processing necessary to fulfill our service to you
  • Legitimate interest: Security, fraud prevention, platform stability, service improvements
  • Legal obligations: Tax retention, anti-money laundering, legal disputes
  • Consent: Where explicitly given (e.g., analytics cookies)

5. Data Recipients & Processors

To fulfill the service, we share data with the following third parties:

  • Pingen (Switzerland): Print and mailing provider - receives letter content and recipient addresses for printing, enveloping, and handover to the postal carrier
  • Swiss Post / Postal carriers: Physical delivery of letters - receives recipient addresses
  • Stripe (USA/EU): Payment processing - receives payment information
  • Hosting providers: Infrastructure and data storage
  • Email service providers: Transactional emails (order confirmations, OTP codes)

With your consent:

  • Google Ireland Limited (Ireland/USA): Analytics - receives usage data via Google Tag Manager and Google Analytics for usage measurement

These partners process data only on our instruction, under appropriate contractual safeguards, and in compliance with applicable data protection laws.

6. International Transfers

Data processing occurs primarily in Switzerland and the EU. Where cross-border transfers occur (e.g., to Stripe or Google in the USA), we rely on appropriate safeguards such as EU Standard Contractual Clauses (SCCs) or equivalent frameworks.

7. Data Retention

  • Letter content and addresses: Stored letter PDFs, subject, letter text and the sender and recipient addresses of paid orders are deleted automatically 12 months after the order. Until then you can view and download your letters in your account. On request we delete them earlier.
  • Incomplete orders: Orders that were never paid are deleted after 30 days, preview and temporary files after at most 3 days
  • Technical logs: Retained for approximately 90 days
  • Order and billing data: The date, amount, shipping option and status of an order are kept for 10 years (statutory retention, Art. 958f Swiss Code of Obligations)
  • Your own templates: Kept until you delete the template, including its logo and attachment
  • Account data: Retained until account deletion request, unless legal retention applies
  • Consent preferences: Stored for 12 months, then you will be prompted again

8. Cookies & Tracking

We use the following types of cookies:

  • Essential cookies: Strictly necessary for login, authentication, payment processing, and storing your consent preferences. These cookies are always active.
  • Analytics cookies: With your explicit consent, we use Google Tag Manager to load Google Analytics for usage measurement. These cookies help us understand how users interact with our site.

You can manage your cookie preferences at any time through the cookie banner. If you decline non-essential cookies, no analytics cookies will be placed, and you can still use all essential features of the website.

9. Security Measures

We implement industry-standard security measures including:

  • TLS encryption for all data in transit
  • Encrypted storage of letter content: letter PDFs, subject and letter text are stored encrypted with AES-256-GCM and a separate key per letter; they are decrypted only for printing and mailing and to show them to you in your account
  • Access controls and authentication requirements
  • Least-privilege administration
  • Data minimization practices
  • Regular security reviews

However, we cannot guarantee absolute security. Data transmission over the internet may have security vulnerabilities. You use the service at your own risk.

10. Your Rights

Subject to applicable law, you have the right to:

  • Access: Request information about your stored data
  • Rectification: Request correction of inaccurate data
  • Deletion: Request deletion of your data (subject to legal retention requirements)
  • Restriction: Request limitation of processing
  • Objection: Object to processing based on legitimate interests
  • Withdraw consent: Withdraw any consent given (e.g., for analytics cookies) at any time, with effect for the future
  • Data portability: Receive your data in a structured, machine-readable format
  • Complaint: Lodge a complaint with a supervisory authority

To exercise these rights, contact us at: hallo@swissdocs24.ch

11. Changes to This Policy

We may update this privacy policy at any time. The current version published on this website applies. We recommend reviewing this policy periodically.

This privacy policy is published in German, French, Italian and English. In case of any discrepancy between the language versions, the German version prevails.

Last updated: October 2026