Privacy policy
1. Controller and contact
Contact SwissBud using the details below about the processing described here. This policy covers the web version and associated app.
SwissBud
4665 Oftringen, Switzerland
support@swissbud.ch
2. Email sign-in
You can also sign in with a confirmed email address and password. Firebase sends confirmation and password reset emails and verifies passwords. SwissBud does not store your password in plain text. Your first name is used for your first profile. Reviewer accounts created by an administrator may be preconfirmed.
3. Data we use
We process content you enter or upload: profiles, optional pictures, addresses, contracts, documents, attachments, semesters, subjects, grades and appointments. We also process necessary account data (email address and optional Google account data), internal user IDs, usage and purchase entitlements, consent or acceptance records, and technical operational data. Service providers may process IP addresses, browser and device information, and access or error timestamps. These data support sign-in, storage, synchronisation, security, support and the features you request.
4. Purposes and legal bases
Where the GDPR applies, necessary service provision relies on performance of the contract, legally required retention on legal obligations, and appropriate security on legitimate interests in safe operation. Where consent is required, it is requested for the relevant feature and can be withdrawn for the future. Acceptance of the terms is not blanket consent to all processing. AI outputs and school estimates are for your review and are not binding automated legal or school decisions.
5. AI scans and provider logos
AI scans can send documents to OpenAI. Provider research and automatic logo retrieval are not yet enabled.
6. Google sign-in and Calendar
Sign-in uses Google. SwissBud receives authorised details such as account ID, email and possibly name or picture, never your Google password. Optional Calendar linking requires additional permission. calendar.events.owned allows access to events in calendars you own; SwissBud uses it to create confirmed appointments and check potential duplicates. Selected titles, profile first names, dates, times, places, reminders and descriptions or summaries are transferred. There is no Gmail mailbox access or upload of originals to Google Drive. On the web, the short-lived token stays in memory; the chosen calendar address is stored locally. You can disconnect Calendar and revoke access in your Google account. Existing events remain in Google Calendar. Google API data use follows the Google API Services User Data Policy, including Limited Use: no personalised advertising, sale or training of general AI models on those data.
7. Providers and international processing
SwissBud stores structured app data (including profiles, contracts, school grades, appointments and usage counters) in the named Google Cloud Firestore database “swissbud” in the europe-west6 region (Zurich, Switzerland). Server-side Cloud Functions are configured for europe-west6. Attachments are stored in Firebase Cloud Storage; the actual bucket region is independent of the Firestore region and must be verified in project settings. Sign-in uses Firebase Authentication. Authentication records, logs, backups and operational data, as well as data processed by OpenAI, Google Calendar, RevenueCat and external logo services, may be processed in other locations under the providers’ terms. The Firestore location is therefore not a promise that all processing takes place exclusively in Switzerland.
8. No marketing tracking
SwissBud uses no additional analytics or marketing services such as Google Analytics, and no advertising pixels. Necessary account, purchase verification, security and operational data are still processed by the described services. Browser storage supports sign-in, language, accepted terms, calendar account and optional offline data. Public information pages load no external fonts, analytics scripts or cookies. Necessary storage is not treated as advertising consent.
9. Encryption, offline use and permissions
When optional encryption is enabled, new personal records and attachments are encrypted on your device using AES-256-GCM and a 256-bit key. Each encryption operation uses a fresh random nonce. Only a data key wrapped with your recovery key is stored on the server. Existing unencrypted records are not retroactively encrypted. Authentication, usage counters, billing and technical metadata are not covered by this content encryption. Original files are transmitted to OpenAI only when you explicitly initiate an AI scan. Protect offline copies and backups carefully. Offline mode synchronizes data and attachments together. Sync is complete only when all intended content has been stored locally. AI scans and calendar transfers require internet. Browsers may evict local data when storage is low.
10. Retention and account deletion
Account content remains available until you delete it or its purpose ends. Delete your account in Settings or request help through the public deletion page. This triggers account deletion and associated data cleanup. Backups, technical logs and purchase records may remain according to backup cycles, security purposes or legal retention duties. We do not promise immediate deletion of all provider logs; contact support for details. Exported backups and events already transferred to Google are not automatically removed. Store subscriptions must be cancelled separately. A SwissBud ZIP backup includes, where available, profiles, contracts, attachments, grades, appointment types, preferences and the wrapped data key. It can be restored into a newly created empty account after deletion. A separate recovery key is required for encrypted content. Older backups may not contain every attachment.
11. Your rights and other people’s data
Under applicable law you may request access, correction, deletion and, where provided, data delivery or portability. You may also have rights to restrict processing, object or withdraw consent for the future. Contact support@swissbud.ch; proportionate identity verification may be needed. You may complain to the Swiss FDPIC or a competent EU supervisory authority. Upload other people’s data, particularly children’s profiles, only if authorised. Sensitive content such as health data needs particular care and an appropriate legal basis. Material policy changes will be communicated appropriately; any required new consent will be requested separately.