Definitions
This section provides brief explanations of key terms used in this policy to help you understand the scope of our processing activities and your rights.
- Personal data means any information relating to an identified or identifiable natural person, such as name, contact details, identification numbers and transaction records that are processed in connection with apartment paperwork support.
- Processing refers to any operation performed on personal data, including collection, recording, organization, structuring, storage, retrieval, consultation, use, disclosure, erasure and destruction.
- User refers to any individual who uses the FlatNewAkt website or receives services from FlatNewAkt, including prospective buyers, sellers, agents and legal representatives.
- Service refers to apartment deal paperwork support and ancillary services provided by FlatNewAkt, such as document preparation, review, communication with notaries and administrative filings.
- Cookies are small text files placed on a device to store information about a user's visit. They are used to enable site functionality, remember preferences and collect usage information.
What data we collect
We collect data that is necessary to provide our services, comply with legal obligations and improve our operations. Data is collected directly from users, automatically via website technologies and, where applicable, from third parties involved in a transaction.
Data you provide directly
When you engage with FlatNewAkt, you may provide the following types of personal data to enable service delivery and communication.
- Identification and contact details: full name, postal address, email address and telephone number.
- Transaction-related information: property addresses, contract terms, notary details and dates relevant to the apartment transaction.
- Documentation: copies of identity documents, proof of ownership or entitlement, signed agreements and other paperwork required for processing the transaction.
- Business details: bank details or payment information to the extent necessary for invoicing and payment processing (provided securely).
- Communications content: messages, correspondence and instructions platform with FlatNewAkt staff or partners in relation to services.
- Optional information: preferences and feedback provided to improve service delivery or as part of customer surveys.
Automatic data collection
When you visit FlatNewAkt.info or use our online tools, technical data is collected automatically to operate and improve the website and to protect security.
- Technical data: IP address, browser type and version, operating system and device identifiers.
- Usage data: pages visited, time spent on pages, clickstream data and navigation paths on the site.
- Cookies and similar technologies: identifiers used to remember preferences and enable site functionality.
- Geolocation data: coarse location inferred from IP address for content localization and security monitoring.
- Error and performance logs: information about system errors and interactions that help diagnose issues.
- Analytics identifiers: anonymized or pseudonymized identifiers used by analytics providers to assess traffic and usage patterns.
Data from third parties
In certain cases we receive or verify information from third parties involved in a transaction, from public sources or from providers we engage to deliver parts of the service.
- Notaries, registries and public offices that provide certified records or verify ownership details.
- Payment processors and banking institutions for processing invoices and payments.
- Professional advisors and service providers (legal, tax, technical) engaged to perform tasks required for a specific transaction.
Why we process personal data
We process personal data for a limited set of purposes that are necessary for providing services, meeting legal obligations and maintaining the website.
- Provision of services: to prepare, review and manage apartment transaction documents and to coordinate related administrative tasks.
- Customer communication: to respond to inquiries, schedule appointments and provide updates about ongoing matters.
- Verification and compliance: to verify identity and transaction details where required by law or to meet professional standards.
- Billing and accounting: to issue invoices, process payments and maintain business records in accordance with Swiss accounting rules.
- Security and fraud prevention: to detect and prevent unauthorized activity and protect our systems and users.
- Service improvement and analytics: to analyze usage data and improve website functionality and service processes.
- Legal and regulatory obligations: to respond to lawful requests from authorities and comply with applicable laws.
- Marketing and communications: with user consent, to send service-related updates and informational communications; opt-out options are provided.
Legal bases for processing
Processing is performed on lawful grounds applicable in Switzerland and, where relevant, under EU data protection rules for data subjects in the EU. The following legal bases are relied upon depending on the context.
- Performance of a contract: processing necessary to provide services you request, such as document preparation and coordination with third parties.
- Legal obligation: processing required to comply with statutory obligations, requests by authorities or record-keeping duties.
- Legitimate interests: processing for security, fraud prevention, business development and internal administration, balanced against individual rights.
- Consent: where specific processing (for example certain marketing communications) requires consent, we will seek freely given and documentable consent.
Cookies and similar technologies
We use cookies and similar technologies to enable website functionality, remember user preferences and collect analytics data. Cookies do not generally store sensitive personal data.
Types of cookies used include strictly necessary cookies (required for site operation), preference cookies (to remember settings), analytics cookies (to measure use) and marketing cookies (with consent).
Strictly necessary: enable basic site functions. Preferences: remember language and display choices. Analytics: help us understand site performance. Marketing: used only with consent for targeted communications.
You can manage cookie preferences via your browser settings or the cookie controls presented on FlatNewAkt.info. Disabling certain cookies may affect site functionality.
Full cookie details are available in the Cookie Policy on FlatNewAkt.info
Sharing of personal data
We share personal data only as necessary to perform services, comply with legal obligations or as described in this policy. All sharing is subject to confidentiality and data protection safeguards.
- Service providers: cloud hosting, payment processors, document management and analytics providers engaged under contract to support our operations.
- Professional partners: notaries, registries, legal advisors and other professionals involved in a specific transaction.
- Authorities: public bodies and regulators when required by law or to respond to official requests.
- Corporate advisors: auditors and accountants as required for statutory purposes.
- Legal transfers: where required to protect legal rights or respond to judicial process.
- With consent: other third parties if you have explicitly authorized such disclosure.
International transfers
Personal data may be transferred to service providers or partners located outside Switzerland or the European Economic Area in connection with service delivery or hosting. When transfers occur we apply appropriate safeguards to protect personal data.
Safeguards include reliance on adequacy decisions, standard contractual clauses, contractual commitments with data processors and technical/security measures such as encryption where applicable.
Data retention
We retain personal data only as long as necessary to fulfill the purposes set out in this policy, to meet legal obligations or to resolve disputes. Retention periods vary by data category and purpose.
Account and client records are retained for the duration of the client relationship and for a reasonable period afterwards to satisfy legal, regulatory and accounting requirements applicable in Switzerland for the year 2026 and subsequent retention obligations.
Communications, emails and message histories related to service delivery are retained for as long as necessary to provide support and maintain a record of instructions and decisions; typical retention range is several years depending on relevance and legal requirements.
System logs and technical logs used for security and diagnostics are retained for limited periods consistent with operational needs and security practices, generally for months to a few years depending on the type of log.
When data is no longer required, we delete or anonymize it in a manner designed to prevent reconstruction, except where retention is required by law or for legitimate business purposes that are documented.
Security of personal data
FlatNewAkt implements technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. Measures are proportional to the sensitivity of data and the risks involved in processing. Personnel with access to personal data are subject to confidentiality obligations and receive appropriate training.
- Encryption of data in transit and where feasible at rest, use of secure communication channels (TLS/HTTPS).
- Access controls and role-based permissions to limit who can view or modify personal data within our systems.
- Regular security reviews, vulnerability assessments and incident response procedures to detect and address potential issues.
Your rights
Depending on applicable law and your location, you may have rights in relation to your personal data. Below are common rights and how you can exercise them with FlatNewAkt.
- Right of access: request a copy of personal data we hold about you and information about processing activities.
- Right to rectification: request correction of inaccurate or incomplete personal data.
- Right to erasure: request deletion of personal data where there is no lawfully documented reason for further retention.
- Right to restriction: request restriction of processing in certain circumstances, for example while a dispute is resolved.
- Right to data portability: request a machine-readable copy of personal data you provided where processing is based on consent or contract.
- Right to object: object to processing based on legitimate interests or direct marketing, where applicable.
- Right to withdraw consent: withdraw consent for specific processing activities at any time without affecting prior lawful processing.
- Right to lodge a complaint with a supervisory authority if you consider our processing violates applicable data protection laws.
How to exercise your rights
To exercise your rights, contact FlatNewAkt using the details below. Please provide sufficient information to identify yourself and specify the request. We may need to ask for additional information to verify identity before fulfilling requests.
[email protected]
We aim to respond to rights requests without undue delay and in accordance with applicable law; in most cases we will respond within one month of receipt. Complex requests may require additional time and we will inform you if an extension is needed.
EU/EEA data subjects
If you are located in the European Union or European Economic Area, additional data protection provisions may apply. FlatNewAkt seeks to comply with applicable EU data protection requirements when processing data of EU/EEA residents.
- EU/EEA residents have the rights listed above and may lodge a complaint with a relevant supervisory authority in their member state if they consider their rights have not been respected.
- We process personal data necessary to provide apartment paperwork support, including identification, contact details, contract drafts and transaction records. Processing bases include contract performance, compliance with legal obligations, and legitimate interest in fraud prevention and service improvement.
- Recipients of personal data may include in-house staff at FlatNewAkt, external legal advisors, notaries when required by Swiss law, payment processors and IT service providers engaged for hosting and maintenance. All recipients are bound by confidentiality and data protection obligations.
- Data transfers outside Switzerland or the EEA are possible for certain cloud services. Transfers are carried out with appropriate safeguards such as standard contractual clauses or relying on approved adequacy decisions where available.
- Retention periods vary by data type and legal requirement: identification and contract records are retained for the duration of the contractual relationship plus statutory archiving periods applicable under Swiss law. Where retention is no longer required, data are securely deleted or anonymized.
- You have rights to access, rectify, restrict processing, request portability, object to certain processing and to lodge a complaint with a supervisory authority. Requests will be handled in accordance with applicable Swiss and EU data protection rules.
For matters related to data protection you may contact the competent supervisory authority in Switzerland or the relevant data protection authority in your country of residence. FlatNewAkt will cooperate with such authorities within legal frameworks.
Marketing communications
With your consent, FlatNewAkt may send informational emails about service updates, available support options for apartment paperwork, and relevant administrative changes. Marketing communications are optional and users can choose which categories of messages they receive.
You can withdraw consent or unsubscribe at any time via the link provided in each marketing email or by contacting the data protection contact listed below. Unsubscribing will not affect processing related to existing contractual obligations.
Children and minors
FlatNewAkt does not target children under 16. We do not intentionally collect personal data from minors in the course of providing apartment paperwork support. If we become aware that we have collected such data without parental consent, we will take steps to delete it promptly.
Links to third party sites
Our website may contain links to third-party websites, including property listing platforms, legal resources or government portals. FlatNewAkt is not responsible for the privacy practices or content of those sites; users should review the privacy statements of linked services.
Changes to this policy
We may update this privacy information to reflect changes in law, service features or business practices. Material changes will be communicated through the website or by email where required. The effective date of the current policy is indicated in the document.