Privacy

Privacy Notice

Last updated: 28 October 2026

This Privacy Notice explains how we process personal data when you visit our websites, contact us, use our services, book coaching sessions, join our expert community, work with us as a client, candidate, expert, coach, freelancer, interim manager or business partner, or participate in recruitment, consulting, coaching, meeting or podcast activities.

We process personal data in accordance with the General Data Protection Regulation (GDPR), where applicable, and the Swiss Federal Act on Data Protection (FADP/DSG). Specific provisions of Swiss employment placement law also apply where relevant.

1. Controller and contact

The controller responsible for the processing of personal data is:

SalesPro4U AG

Avenue du Midi 37

1700 Fribourg

Switzerland

Privacy contact:

Dr. Susette Germer

Email: expert@salespro4u.com

SalesPro4U AG is incorporated in Switzerland and its ongoing operational management is carried out from Germany. The above contact details apply to privacy requests from individuals in Switzerland, the EU/EEA and elsewhere. SalesPro4U has not formally appointed a Data Protection Officer (DPO). Dr. Susette Germer is the internal privacy contact.

2. Who we are and what we do

SalesPro4U AG works internationally with experts, coaches, freelancers, interim managers, candidates and companies, especially in Photonics, MedTech, Deep Tech, Semiconductor and related high-tech markets.

We support companies with recruiting, expert placement, interim and freelance matching, consulting and coaching services. We also support young and experienced professionals with career development, coaching and access to suitable opportunities.

3. Personal data we process

Depending on your relationship with us, we may process the following categories of personal data.

Website visitors

We may process:

• IP address

• browser and device information

• date and time of access

• pages visited

• referrer URL

• cookie and consent settings

• analytics data where consent has been given or another legal basis applies

• technical security data

Contact persons, clients and business partners

We may process:

• name

• business contact details

• company, position and department

• communication content

• project, contract and invoice information

• meeting notes

• information required for vendor registration, client management and contractual performance

Experts, candidates, freelancers, interim managers and coaches

We may process:

• name and contact details

• CV information and professional background

• education, qualifications, skills, language skills and certifications

• relevant previous employers, job titles and employment periods

• location, relocation and remote-work preferences

• availability and salary, daily-rate or project-rate expectations

• LinkedIn, Xing or other professional profile information

• interview and communication history

• coaching notes, where applicable

• profile summaries prepared by our team

• role requirements and factual matching information recorded by our staff

• placement and project history

• meeting recordings, transcripts or summaries where recording or summarisation has been authorised in advance

Podcast guests and recorded-content participants

Where relevant, we may process a guest’s name, professional biography, image, voice, recording, transcript, edited excerpts, publication preferences, correspondence and documented approval to publish or promote an episode.

Special categories of personal data and sensitive information

We do not intentionally request special categories of personal data unless necessary for a specific lawful purpose. In individual cases, information may include health or disability details voluntarily provided, or other information requiring special protection. Nationality, work-permit or visa status may also be processed where relevant to recruitment and work authorisation, but are not automatically special-category data under the GDPR.

We process special categories only where both a valid general legal basis and the additional conditions required by applicable law are met, for example Article 9 GDPR where applicable. Such information is not intentionally entered into general-purpose AI assistants.

4. How we collect personal data

We collect personal data in different ways.

Directly from you

For example, when you:

• contact us by email, phone, contact form or WhatsApp

• send us your CV

• book a coaching session

• join our expert community

• participate in an interview, coaching session or meeting

• enter into a contract with us

• subscribe to future updates or marketing communication

• use our website or shop

From public and professional sources

We may also collect professional information from publicly available or professional sources, including:

• LinkedIn

• Xing

• company websites

• public professional profiles

• event or conference information

• referrals

• professional networks

• client recommendations

• publicly available industry information

Where we have not received your data directly from you, we use it only where there is a legitimate business, recruitment, coaching, networking or placement-related reason and where this is compatible with applicable law. We provide information about the processing at the latest when we first contact you, when disclosure to another recipient is envisaged, or within the legally required timeframe.

5. Purposes and legal bases of processing

We process personal data for the following purposes:

Under Swiss FADP/DSG, we process personal data in line with the principles of lawfulness, good faith, proportionality, purpose limitation, transparency, data security and accuracy. Where sensitive personal data or high-risk profiling would be involved, we apply the additional requirements of Swiss law, including express consent where required.

6. Contact by email, contact form, phone or WhatsApp

If you contact us, we process the information you provide in order to respond to your request, communicate with you, prepare or perform a contract, or follow up on a legitimate business or recruitment-related interest.

When you contact us by WhatsApp, we process your mobile phone number, name, message content and any information you send to us. WhatsApp is operated by Meta group companies. Use of WhatsApp is optional. If you do not want to use WhatsApp, you can contact us by email instead.

7. Contact form and Google reCAPTCHA

Our website uses a contact form. The form may be protected by Google reCAPTCHA in order to protect the website from spam, abuse and automated attacks.

When reCAPTCHA is loaded or used, technical information such as IP address, browser information, device information, user behaviour on the website and similar security-related information may be transmitted to Google. This processing is used for website security and abuse prevention.

Where required, reCAPTCHA is loaded only after consent or activation through the consent banner or placeholder.

8. Expert, candidate, freelancer and coach data

If you contact us as an expert, candidate, freelancer, interim manager or coach, or if we contact you based on public or professional information, we may process personal data for recruiting, coaching, consulting, expert matching, interim placement, freelance matching and related communication.

This may include creating an internal profile based on your CV, LinkedIn/Xing profile, interviews, correspondence and professional preferences. Original CVs and other identifiable records are managed in approved internal business systems, including:

• Microsoft Excel (manually maintained expert overviews)

• Google Workspace / Google Drive

• com for CRM and work management, with its AI features disabled

• email and communication systems

• approved recording and meeting-summary tools where use has been authorised

Access is restricted to authorised persons. The CRM and internal candidate spreadsheets are not approved for direct AI integrations or automatic candidate assessment.

We use the information to understand your professional background, identify and discuss potential opportunities, prepare human-reviewed profiles, communicate with you and provide agreed services. If we apply Swiss employment placement law, the specific consent and disclosure rules of Article 19 AVV also apply as described below.

9. Candidate approval before sharing with companies

SalesPro4U requires your prior written approval before sharing your CV, direct contact information, professional profile or other candidate-specific information with a prospective client company. This internal safeguard also applies to short or de-identified profiles submitted on your behalf.

Following your approval for the relevant opportunity and disclosure, we may share a tailored profile, CV, professional background, qualifications, skills, availability, remuneration expectations, location preferences, professional profile links and other relevant information.

We do not give clients unreviewed AI output or ordinarily disclose internal recruiter observations, unedited meeting summaries or internal interview notes. Any material shared externally is reviewed by authorised SalesPro4U personnel.

Swiss employment placement requirements (Article 19 AVV)

Where Article 19 of the Swiss Employment Services Ordinance (AVV) applies, we observe its specific rules regarding consent to the processing or disclosure of jobseeker and vacancy data. Written, revocable consent is obtained where required, particularly for obtaining references, disclosures to legally independent business partners or other establishments, and cross-border disclosures. Statutory exceptions are respected. Individuals are informed that consent under Article 19 AVV may be withdrawn at any time.

After successful placement or withdrawal of a placement mandate, further processing is limited in accordance with Article 19(3) AVV, subject to applicable consent and mandatory retention obligations. Our own written-approval requirement for employer introductions remains in place even where a statutory exception might otherwise permit a disclosure.

10. Client and company data

If you are a client, potential client, company contact, hiring manager, HR contact, vendor contact or business partner, we process your business contact data and communication data in order to:

• communicate with you

• prepare and perform contracts

• understand role requirements

• manage recruiting, coaching or consulting projects

• present suitable experts, candidates, freelancers or coaches

• maintain client and project records

• process invoices and payments

• fulfil legal and accounting obligations

• conduct appropriate B2B marketing where permitted

We may also process publicly available company information and information from professional networks such as LinkedIn or Xing in order to identify relevant business contacts and communicate about our services.

11. Coaching sessions, recordings and meeting summaries

For coaching sessions, candidate and expert meetings, client conversations and other authorised online meetings, we use Zoom for video communication and, where agreed in advance, recordings, searchable audio transcripts and AI-supported meeting summaries.

The AI-supported meeting summary is configured to start automatically. Where prior authorisation is required, it must therefore be obtained before the meeting begins. If the relevant approval is not available, the host must prevent the recording, transcription or AI summary from running. Video and audio cloud recordings are started separately where needed.

The Zoom account is configured to restrict automatic distribution of AI summaries and recording links to the meeting host. Recording downloads are limited to hosts; viewers cannot access the recording transcript or meeting-chat content through shared recording links. We review AI summaries before any further distribution.

Zoom AI meeting summaries are configured for automatic deletion after 30 days. Zoom cloud recordings are configured for deletion after 30 days, followed by an additional 30-day period in the Zoom trash before scheduled permanent deletion. Separate locally stored recordings and copies downloaded for a legitimate purpose are managed under applicable internal retention rules. The deletion settings are not a guarantee of immediate deletion from all backups or of independently saved copies.

Fathom is no longer used for new recordings or AI summaries. Previously authorised Fathom recordings, transcripts and summaries remain temporarily stored with that provider and are scheduled for deletion by 26 January 2027, subject to any mandatory legal retention obligations.

Podcast production and publication

We may record podcast and interview guests for the agreed production, editing and promotional purposes. Prior agreement to record is obtained separately from approval to publish. After editing, we seek the guest’s approval of the finished episode and the intended publication and promotional uses, including on podcast platforms, our websites, YouTube and social media. Depending on the agreed release, material may include audio, video, still images, quotes, short excerpts, the guest’s name and voice. Online publication can make content publicly accessible internationally; third-party platforms and users may process or share the published material under their own arrangements. Copyright or licence permissions are handled separately from applicable personal data rights.

We do not use AI to infer emotions, personality, behavioural traits or biometric identity from meetings. Ordinary authorised speech-to-text transcription and meeting summarisation are not used for those purposes.

12. AI-supported tools and human review

We use approved AI-supported tools for limited internal administrative, organisational, research and productivity-related support, including drafting, editing, translating and structuring texts, preparing factual profiles and job descriptions, identifying missing information, research and summarising authorised meetings.

Our voluntary CV safeguard: SalesPro4U does not upload or otherwise submit complete CV documents to any AI tool, regardless of provider or account type. Original CVs remain in approved internal business systems. Where AI-supported processing is permitted, we use only the specifically selected information necessary for the approved purpose, with data minimisation and pseudonymisation where appropriate. Pseudonymised information may still be personal data and is handled accordingly.

Google Gemini in Google Workspace Business Starter: The Gemini app may receive manually selected, minimised and pseudonymised professional candidate information for approved factual or administrative purposes when the applicable legal conditions are met. Relevant previous employer names, employment periods, professional qualifications and expertise may be included where necessary. Such data may remain personal data even when names and contact details are removed. SalesPro4U accepted Google’s Cloud Data Processing Addendum on 26 October 2026. The Gemini app’s access to Workspace apps is disabled, as are Workspace Intelligence data-source connections; the separate Gemini Enterprise service is disabled. User-changeable Smart Features defaults are switched off, but this does not guarantee that all embedded Workspace AI features are technically unavailable.

ChatGPT Plus: We use ChatGPT Plus for general drafting, translation, research and productivity tasks using public, non-confidential or genuinely anonymised information. We do not submit identifiable or merely pseudonymised individual candidate profiles to ChatGPT Plus. The option to use new conversations to improve the model is disabled. Training opt-out does not by itself establish a lawful basis to process candidate personal data.

Zoom AI Companion: Approved for authorised meeting transcription and summaries, subject to prior participant authorisation and human review, as described in Section 11.

Other tools are reviewed internally before company, client or candidate information is submitted to them. monday.com AI is disabled. Fathom is discontinued for new processing.

AI does not assess, score, rank, screen, select, reject or recommend individual candidates. All recruitment and placement evaluations and decisions are made by people, and external AI-assisted content is reviewed before sharing.

We do not intentionally submit sensitive personal data to general-purpose AI assistants. Questions about our AI safeguards, approved tools or the processing of your information can be directed to expert@salespro4u.com. Additional AI-related policies may be made available on our website.

13. No automated recruitment or placement decisions

SalesPro4U does not use AI to assess, screen, score, rank, select or reject candidates, or to generate individual suitability or placement recommendations. It does not generate personality or culture-fit scores, behavioural conclusions, performance predictions or hidden candidate rankings.

AI may support factual preparation and help identify missing or incomplete information, but the system does not determine individual candidate suitability. All candidate evaluations, recommendations and placement decisions are made by qualified SalesPro4U personnel. Externally used AI-assisted drafts are reviewed and approved by people.

If we contemplate an AI-supported recruitment assessment or filtering workflow in the future, we will review the legal basis, data protection implications and EU AI Act classification before introducing it.

14. AI governance and AI literacy

We maintain internal AI governance measures, including an AI Use Summary, AI Tool Register, approved and prohibited use cases, data minimisation rules, access controls, provider assessments, human review, training and candidate/client transparency measures.

SalesPro4U provides regular AI literacy training covering confidentiality, personal data protection, pseudonymisation and re-identification risks, factual inaccuracies, bias, human judgment and incident reporting.

We review our AI governance whenever tools, integrations, data categories or relevant legal requirements change. Data privacy and information security incidents are managed under the company’s incident-response process, including notifications to authorities or affected individuals where legally required.

15. No emotion recognition, biometric analysis or synthetic candidate media

We do not use AI tools to infer a candidate’s emotion, personality, behavioural characteristics or biometric identity from images, videos or voice. This restriction does not prevent authorised Zoom speech-to-text transcription and factual meeting summaries as described in Section 11.

We do not use AI-generated photos, avatars or synthetic videos as substitutes for authentic candidate representations in job application materials under our current approved workflow.

Any future use of such functionality would require a separate legal and data protection review and an update to our policies where necessary.

16. Newsletter and future updates

Our website may offer the option to register for newsletters or future updates. We currently do not regularly send a newsletter.

If you subscribe, we process your email address and, where provided, your name and subscription preferences. The legal basis is your consent. You can unsubscribe at any time using the unsubscribe option in the communication or by contacting us.

We do not currently use Mailchimp.

If we introduce a newsletter tool or provider in the future, we will update this Privacy Notice before using the tool.

17. Direct marketing

Where legally permitted, we may use business contact details for direct B2B communication about our services, events, expert opportunities, client services or similar business topics.

You can object to direct marketing at any time by contacting us at expert@salespro4u.com.

18. Website cookies and consent management

Our website uses cookies and similar technologies. Some cookies are technically necessary for the operation and security of the website. Other cookies, such as analytics cookies, are used only where legally permitted and, where required, based on your consent.

We use a consent management tool, currently Borlabs Cookie, to collect, manage and document cookie and service consents.

You may change or withdraw your consent using the cookie-preferences dialog where available on our website. You can also request assistance with changing or withdrawing consent by emailing expert@salespro4u.com. Refusing optional services does not prevent access to essential website content.

19. Google Analytics 4, Google Tag Manager and Google Consent Mode

We use Google Analytics 4 to understand how visitors use our website and to improve our online content, services and user experience. Google Analytics may process technical and usage information, such as pages visited, device and browser information, approximate location, referrer URL, interactions with the website and consent status.

Google Analytics is used only where legally permitted and, where required, based on your consent.

We also use Google Tag Manager to manage website tags. Google Tag Manager itself does not normally set cookies for analytics purposes, but it can trigger other tools that may process personal data depending on your consent settings.

Google Consent Mode is enabled in our website setup. For the Google Analytics service configured in Borlabs Cookie, Basic Consent Mode is selected. Optional analytics and marketing technologies are subject to the relevant consent choices. Depending on their implementation, individual tags may be managed through Google Site Kit, Google Tag Manager and/or Borlabs Cookie. Our technical setup is reviewed when integrations are changed.

You may give or refuse consent for optional services through our consent dialog and subsequently change or withdraw your choices by contacting expert@salespro4u.com or using the website’s cookie-preferences control where available. Withdrawal does not affect processing carried out lawfully before withdrawal.

Meta Pixel (Facebook / Instagram)

With your prior consent to the Marketing category, we use the Meta Pixel, supplied by Meta, for advertising measurement, understanding interactions with our website and assessing the effectiveness of advertising on Facebook and Instagram. The Meta Pixel may process information about page views and other website interactions, technical device and browser information, IP address, cookie or similar identifiers, and event data depending on the configured tracking functions. The legal basis under the GDPR is Article 6(1)(a) (consent), where the GDPR applies.

Our website has Meta Pixel integration settings both within Borlabs Cookie and within Google Tag Manager. The Pixel is intended to operate only with the relevant Marketing consent. Depending on the event configuration, it can record page views and other configured website or conversion events. We limit the events used to the purposes described above.

Recipients of Meta Pixel information may include Meta Platforms Ireland Limited and other Meta group entities or service providers, depending on the relevant processing. Meta may process data for its own purposes under its applicable privacy terms. Processing may involve transfers outside Switzerland and the EU/EEA, including to the United States; the applicable safeguards are described in Section 28. You may withdraw consent by contacting expert@salespro4u.com or via the website’s consent controls where available.

LinkedIn Insight Tag

With your prior consent to the Marketing category, we use the LinkedIn Insight Tag for advertising measurement, website audience insights and retargeting on LinkedIn. Depending on the configured functions, LinkedIn may receive information about website visits and interactions, including page URLs, referring pages, IP address, browser and device information, timestamps, and cookie or similar identifiers. The legal basis under the GDPR is Article 6(1)(a) (consent), where applicable. The LinkedIn Insight Tag is configured in our consent-management system as a Marketing service. Recipients may include LinkedIn Ireland Unlimited Company and other LinkedIn group entities or service providers. International data transfers may occur subject to the safeguards described in Section 28. You may change or withdraw consent through our website’s consent controls where available or by contacting expert@salespro4u.com.

20. Embedded media, videos and external content

Our website may embed or link to external content from third-party platforms. This may include, for example:

• YouTube videos

• social media content or links from Facebook, Instagram and TikTok

• podcast platforms

• other external media or content providers

If embedded content is blocked by a placeholder, consent banner or privacy layer, data is transmitted to the provider only after you actively unblock or consent to the content. If you click on external links to social media platforms, video platforms or podcast platforms, the respective provider processes your data under its own privacy terms.

When external content is loaded, the provider may process technical data such as your IP address, browser and device information, page URL, interaction data and, where you are logged into the provider’s platform, account-related information.

21. Fonts, translation tools, content delivery networks and technical third-party services

Our website may use technical third-party services to display fonts, provide website security, deliver content efficiently, translate content, prevent misuse or improve technical performance.

Such services may include, depending on the actual website configuration:

• web fonts, such as Google Fonts or Adobe Fonts

• translation tools, such as Google Translate

• content delivery networks or security services, such as Cloudflare or similar providers

• other technical service providers required for secure and efficient website operation

Where possible, we configure such services in a privacy-friendly way, for example by hosting fonts locally or loading external services only where they are technically necessary or consent has been given.

If such services are loaded from external servers, the provider may process technical information such as IP address, browser and device information, page URL, access time and security-related information. The legal basis is our legitimate interest in secure, stable and user-friendly website operation, unless consent is required by law.

22. Social media profiles and external platforms

We maintain profiles, pages or external links on platforms such as:

• LinkedIn

• Facebook

• Instagram

• TikTok

• YouTube

• X/Twitter

• Spotify

• Apple Podcasts

If you visit or interact with our profiles on those platforms, the platform provider may process your personal data independently. We receive only the information made available to us by the platform, such as messages, comments, reactions, follower information or aggregated analytics.

Please note that social media providers may process data for their own purposes, including analytics, advertising, personalisation and platform security. The privacy policies of the respective platforms apply.

23. Professional sourcing through LinkedIn, Xing and similar platforms

We may use LinkedIn Sales Navigator, LinkedIn, Xing and similar professional platforms to identify and contact relevant experts, candidates, freelancers, coaches, clients, business partners and company contacts.

The data processed may include:

• name

• business contact details

• employer

• position

• professional background

• public profile information

• communication content

• business relationship information

The purpose is professional networking, recruiting, expert matching, client communication and business development.

If you do not want us to process your professional data for these purposes, you can object at any time.

24. Webshop, coaching bookings and online payments

Coaching sessions and related services may be booked through our webshop at:

www.shop.salespro4u.com

When you use the webshop, we may process:

• name

• contact details

• booking details and selected service

• payment status and invoice details

• account or login data, if a customer account is created

• communications related to the booking

Coaching sessions booked through SalesPro4U are delivered by independent external coaches. SalesPro4U facilitates booking, scheduling and administrative communication. The independent coach determines the session’s professional content, coaching methods and advice. Relevant booking and session information may be made available to that coach where necessary for the requested service and consistent with applicable data protection obligations.

We may use external payment service providers offered at checkout. Payment information is usually processed directly by the payment provider; we normally receive transaction status and information required for our business records. The payment provider’s own privacy terms apply to its processing.

25. File transfer services

We may use secure file transfer services, such as WeTransfer or similar providers, where this is necessary to transfer large files such as videos, documents or other materials.

We use such services only where appropriate for the specific case. For sensitive documents such as CVs or candidate records, we prefer secure storage and transfer methods and apply data minimisation. If a file transfer service is used, the file, email address and download information may be processed by the provider.

26. Services not currently used

We do not currently use the following services for the described website or candidate processes:

• Mailchimp

• Google Ads conversion tracking

•  

• Microsoft Ads / Bing Ads

• Google AdSense

• public website comments or public website reviews

If this changes in the future, we will update this Privacy Notice before or when such services are introduced.

27. Recipients and categories of recipients

Where necessary for the applicable purpose and subject to appropriate safeguards, personal data may be disclosed to:

• authorised SalesPro4U personnel

• independent coaches, HR experts, consultants or freelancers involved in requested services, subject to applicable confidentiality and data protection requirements

• client companies following the candidate’s prior written approval under our internal placement process

• IT, hosting, email and website providers

• Google Workspace / Google Drive, including the approved Gemini app for limited pseudonymised candidate-related processing

• com as CRM provider (its AI features are disabled)

• Zoom as meeting, recording, transcription and AI summary provider

• Fathom solely in relation to historical meeting content pending scheduled deletion

• OpenAI/ChatGPT Plus for general-purpose support without identifiable or merely pseudonymised individual candidate profiles

• Microsoft 365 and other business or communication providers where actually used

• webshop and payment service providers

• approved file transfer services where necessary

• tax advisers, accountants, legal advisers and auditors

• public authorities, courts or regulators when required by law

• podcast, video and social platforms where episode publication has been approved

Meta and LinkedIn as providers of consent-based marketing measurement technologies

We do not sell personal data. Recipients and service providers may have different data protection roles depending on the processing activity. We apply contractual and organisational safeguards where required.

28. International transfers

SalesPro4U AG is based in Switzerland and its ongoing operational management is carried out from Germany. For the services and providers described in this Notice, personal data may be processed or accessed in Switzerland; Germany and other EU/EEA countries; the United States; and Israel. Processing in additional countries may arise from particular third-party services, authorised international recruitment activities or approved publication platforms. We identify the applicable destination countries and transfer conditions for the relevant processing activity as required by law.

Provider-specific examples: Google Workspace and the approved Gemini app use international infrastructure, including possible processing in the United States, under applicable Google contractual and transfer arrangements. Zoom: On 28 October 2026, SalesPro4U changed its selected location to Germany for the storage of new cloud recordings and meeting-related content and for the processing of live transcripts. The selected region does not establish exclusive processing in Germany; Zoom describes circumstances in which processing or storage outside Germany, including in the United States, may occur. Existing recordings are not automatically moved to Germany. Zoom account, operational and other technical data may continue to be processed internationally, including in the United States. monday.com: The SalesPro4U account shows the United States as its primary customer-data hosting region. Additional processing may occur in other countries, including Israel, according to the applicable subprocessor and transfer arrangements. Historical Fathom recordings and transcripts are stored in the United States until their scheduled deletion. Other business, payment, media and publication providers may involve additional destinations depending on the service actually used. The applicable international-transfer safeguards depend on the particular service and the contractual arrangements in force.

For international disclosures, we assess the requirements of Swiss FADP Articles 16–19 and, where applicable, GDPR Chapter V. Transfers may rely, as appropriate, on an adequacy decision (including an applicable EU–US or Swiss–US Data Privacy Framework certification), EU Standard Contractual Clauses and/or Swiss-recognised contractual safeguards, or another legally permitted mechanism. A data processing agreement alone is not necessarily sufficient to legitimise an international transfer. Where required, supplementary protections are assessed. You may request information about the relevant countries and a copy of, or access to, the applicable transfer safeguards by writing to expert@salespro4u.com. Approved podcast episodes and social-media materials can be accessed worldwide and are subject to the separate guest permissions and third-party platform practices described in this Notice.

29. Retention and deletion

We retain personal data only for as long as necessary for the documented purpose or as otherwise legally permitted or required. We review retention requirements and relevant consents in accordance with applicable GDPR, Swiss FADP and, where relevant, Article 19 AVV.

Candidate, expert, freelancer and coach data

Candidate profiles, CVs and related records are reviewed at least annually and deleted or anonymised when no longer needed and legally permitted to retain them. After placement or withdrawal of a placement mandate, processing is subject to the specific requirements of Article 19(3) AVV where applicable, including written consent when required, except for mandatory retention under other laws.

Client, project and placement records

Reviewed periodically and retained while necessary for agreed services, legitimate legal claims or applicable legal, contractual or accounting requirements.

Zoom recordings and AI meeting summaries

Cloud recordings are configured for automatic deletion after 30 days and may remain in Zoom’s trash for an additional 30 days. AI meeting summaries are configured for deletion after 30 days under Zoom’s separate summary setting. Locally stored/downloaded recordings and other independently saved materials are managed under separate internal retention rules. Different provider backups or legal holds may affect final erasure timing.

Historical Fathom content

Fathom is not used for new recordings. Historical recordings, transcripts and summaries still held by Fathom are scheduled for deletion no later than 26 January 2027, subject to any applicable mandatory retention requirements. Completion will be checked internally.

Gemini and ChatGPT

Gemini app conversation retention is configured to three months and Gemini in Workspace conversation auto-deletion to 90 days. ChatGPT Plus data is subject to its account controls and applicable provider retention terms; we do not claim the same 90-day retention setting for ChatGPT Plus.

Podcasts and published materials

Approved episodes and related promotional materials may remain publicly available for the period covered by the guest’s publication permission and the relevant purpose, subject to applicable rights and legal obligations. Recordings and production materials not published are reviewed for deletion when no longer needed.

Accounting and invoice records

Accounting documents are kept for the statutory periods; in Switzerland these are generally ten years.

Website and consent data

Logs, cookie choices and analytics records are retained in accordance with the respective service settings, operational needs, legal obligations and applicable consent rules.

30. Data security

We implement technical and organisational measures appropriate to the processing risks, which may include access restrictions, role-based permissions, secure cloud storage, encryption where appropriate, confidentiality rules, routine review of access rights, data minimisation, retention and deletion procedures, AI tool governance and provider due diligence.

Access to candidate, client, meeting and AI-related processing records is limited to authorised SalesPro4U personnel and necessary service providers.

We investigate suspected or confirmed privacy, confidentiality and information security incidents and assess any required notification to affected individuals, clients, service providers or competent authorities. Where applicable, we observe Articles 33 and 34 GDPR and Article 24 Swiss FADP. Not every security event requires external notification.

31. Your rights under GDPR

Where the GDPR applies, you may have the following rights:

• right of access

• right to rectification

• right to erasure

• right to restriction of processing

• right to data portability

• right to object to processing based on legitimate interests

• right to object to direct marketing

• right to withdraw consent at any time

• right not to be subject to a solely automated decision with legal or similarly significant effect, where applicable

• right to lodge a complaint with a competent data protection supervisory authority

Withdrawal of consent does not affect the lawfulness of processing based on consent before withdrawal.

32. Your rights under Swiss FADP/DSG

Where Swiss data protection law applies, you may have the right to:

• request information about whether we process personal data about you

• request access to your personal data

• request correction of incorrect data

• request deletion or destruction of personal data

• request restriction or objection where applicable

• request information about the source of the data, recipients and retention criteria

• request information about automated individual decisions, where applicable

As a rule, we respond to Swiss access requests within 30 days. If we cannot respond within this period, we will inform you about the delay and the expected response date.

You can contact us at:

expert@salespro4u.com

You may also contact the Swiss Federal Data Protection and Information Commissioner (FDPIC/EDÖB) or pursue available legal remedies where applicable.

33. Automated decision-making

SalesPro4U does not make solely automated decisions with legal or similarly significant effects for candidates, experts, coaches, clients or website users.

We do not use AI for candidate screening, suitability scoring, ranking or individual selection, rejection or placement recommendations. Human personnel make candidate evaluations and recruitment decisions.

If we propose a materially different AI use case in future, we will assess the relevant data protection and EU AI Act requirements and update this notice before implementation where required.

34. Updates to this Privacy Notice

We may update this Privacy Notice if our services, tools, systems, legal obligations or data processing activities change.

The current English version is published at https://salespro4u.com/privacy/.