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Privacy Policy

APTOMET AG Privacy Policy

APTOMET AG respects and protects the confidentiality of its partners’ data. In this privacy policy, we explain in which contexts data is collected, how it is handled and how it is processed. You will also find out what control you have over the collection, use and deletion of your personal data. 

Name and address of the data protection officer

 

APTOMET AG
Christoph Aeschlimann
Worbstrasse 201
3073 Gümligen
Switzerland
christoph.aeschlimann@aptomet.ch
+41 31 934 06 06

 

Your rights

 

You may exercise the following rights at any time by contacting our Data Protection Officer using the contact details provided:

  • Further information about your data stored by us and its processing
  • Correction of inaccurate personal data
  • Deletion of your data held by us
  • Restriction of data processing, where we are not yet permitted to delete your data due to legal obligations
  • Objection to the processing of your data by APTOMET AG
  • Data portability, provided you have consented to the processing of your data or have entered into a contract with us
  • If you have given us your consent, you may withdraw it at any time with effect for the future
  • You may lodge a complaint with a supervisory authority at any time

 

Data protection at APTOMET AG

 

APTOMET AG customers

 

A customer of APTOMET AG is defined as any natural or legal person who has obtained a service from APTOMET AG on at least one occasion. A ‘service’ refers, amongst other things, to calibration, repair, the purchase of a new device or the use of the APTObase measuring equipment management system. A service is deemed to have been received in this context as soon as an order has been placed with APTOMET AG, i.e. once an order confirmation has been issued by APTOMET AG. Data processing in connection with a request for a quotation is dealt with under the heading ‘Potential customers of APTOMET AG’. 

 

Suppliers to APTOMET AG

 

Suppliers of APTOMET AG are defined as natural or legal persons from whom APTOMET AG has procured a service at least once. A ‘service’ in this context refers, amongst other things, to calibration, repair or the purchase of goods and services. A service is deemed to have been procured in this context as soon as APTOMET AG has placed an order.

 

Potential customers of APTOMET AG

 

Potential customers of APTOMET AG are defined as natural or legal persons who have requested a quotation from APTOMET AG at least once, who have actively enquired about company, product or service documentation, who have asked to be contacted on an occasion such as a visit, trade fair or event, who have proactively contacted APTOMET AG via the contact form on aptomet.ch and APTObase.plus, or who use a trial account for APTObase.

 

Data collected

 

APTOMET AG collects publicly available company-specific data such as the company name, address and contact details, as well as bank details (for customers and suppliers). In addition, the personal data of the contact persons is recorded. This includes the first name and surname, direct telephone number, email address and title or role. APTOMET AG records device-specific data from the orders placed, such as serial and test equipment numbers, device descriptions, locations of use, calibration and due dates, and calibration requirements.

 

Based on the service provided or the identified need, APTOMET AG categorises customers, suppliers and potential customers into segments. These segments are intended to reflect a genuine customer need and enhance the value of our communication measures. 

 

Use of data

 

  • Fulfilment of the order and preparation of the relevant documents (order confirmation, delivery note, invoice, certificate, report)
  • Delivery of documents by post or email
  • Sending reminders by email regarding measuring equipment due for calibration
  • Sending segment-specific information by email (direct marketing)
  • Contacting you by telephone to discuss sector-specific topics (direct marketing)
  • Sending emails on topics of general relevance (invitations to trade fairs and events, general company-specific information such as process adjustments, etc.)

 

Data storage

 

APTOMET AG stores data in the Odoo ERP system, the operating system, the measuring equipment management system (see the aptobase.plus website) and in paper form on our company’s premises. The duration of data retention corresponds to the statutory retention period of 10 years. Data on aptobase.plus is retained for at least 15 years (as described in the retention and deletion policy on the aptobase.plus website). The nature and accessibility of the data are governed by internal regulations. We are happy to provide further information on these regulations, including the IT security policy.

 

Data deletion and modification

 

We delete data immediately and permanently at our customers’ request. Please contact our Data Protection Officer or, for example, reply to an email you have received from us at . Please note that data subject to statutory retention obligations is excluded from deletion.

 

Disclosure of Customer Data

 

APTOMET AG does not, as a matter of principle, disclose any customer data to third parties. Customer data is only disclosed if this is necessary for the fulfilment of an order. This is the case when a measuring instrument is calibrated or repaired by a subcontractor. In such instances, the customer’s address (the address of the owner of the measuring instrument) is disclosed so that it can be noted on the calibration certificate or repair report. If measuring equipment is returned directly to the user by the subcontractor after the service has been provided, the name (first name and surname) will be disclosed. When ordering new equipment, APTOMET AG, as a distributor, is also obliged to disclose the purchaser’s company name, postcode and town to its partners Druck, a Baker Hughes business (UK) and SIKA Dr. Siebert & Kühn GmbH & Co. KG (DE). 

 

ERP system

 

System and Responsibility

 

The primary responsibility for the operation, maintenance and use of our ERP system lies with APTOMET AG.

 

We use the Odoo software solution to operate our ERP system. The provider is Odoo S.A., based in Belgium. Our integration and implementation partner in Switzerland is Abilium GmbH, 3011 Bern. The data is hosted by us on our own on-premises infrastructure.

 

As part of the implementation, maintenance, further development, fault analysis and support of the ERP system, Abilium GmbH may, where necessary, be granted access to the personal data processed in the system, insofar as this is required for the provision of its services. The processing is carried out in accordance with the applicable data protection regulations and in line with our instructions.

 

For the technical dispatch of emails from the ERP system, we use the Maileroo email dispatch service. All emails generated by the ERP system are sent via Maileroo’s SMTP infrastructure. This applies in particular to quotations, order confirmations, delivery notes, purchase orders, invoices and other business-related communications in connection with the initiation, execution and settlement of contractual and business relationships.

 

Data processing abroad

 

In the course of using our ERP system, personal data may be transferred to service providers abroad. This applies in particular to Odoo S.A., based in Belgium, which provides the ERP software we use.

 

In connection with the sending of emails from the ERP system, personal data may also be processed by the email service provider Maileroo. In particular, email addresses and other communication data required for delivery are processed. This processing is carried out solely for the purpose of technical email dispatch and to ensure delivery.

 

The transfer takes place solely for the purpose of providing, operating, maintaining and supporting the systems in use. The service providers involved process the data as data processors in accordance with our instructions.

 

Belgium is a member of the European Union. Switzerland ensures an adequate level of data protection for the EU in accordance with the provisions of the Data Protection Act (DSG). Where personal data is transferred to other countries in individual cases, this is done only in compliance with the applicable data protection requirements and with appropriate safeguards to protect the data subjects.

 

Purpose of data processing

 

The personal data processed in the ERP system is used to establish business relationships, conclude and fulfil contracts, and carry out the associated administrative and commercial processes.

 

This includes, in particular, the preparation and dispatch of quotations, order confirmations, purchase orders, delivery notes, invoices, reminders and other communications relating to order processing, purchasing, sales, customer service and the fulfilment of contractual obligations.

 

Legal basis

 

Personal data is processed for the purpose of carrying out pre-contractual measures, fulfilling contractual obligations, complying with legal obligations and safeguarding our legitimate interests in efficient business organisation and transaction processing.

 

Retention period

 

We store personal data in the ERP system for as long as is necessary to fulfil contractual and legal obligations or where there is a legitimate interest in retaining the data. The data is subsequently deleted or anonymised, provided that no statutory retention obligations prevent this.

 

Provision required or necessary

 

The provision of the personal data required for the initiation and execution of a contract is necessary. Without this data, we cannot prepare quotations, process orders, carry out deliveries or issue or send invoices. Failure to provide this data may result in a contractual relationship not being established or carried out.

 

Our websites (in general)

 

APTOMET AG operates the following websites: aptomet.ch and aptobase.plus

 

Collection of information when visiting our websites

 

When you access our website, technical information required for the provision, stability and security of the website is processed automatically. This may include, in particular, the following data: IP address, date and time of access, pages or files accessed, referrer URL, browser used, operating system used, device type, volume of data transferred, and status and error messages from the web server.

 

This data is processed in particular for the following purposes:

 

  • To ensure a smooth connection to the website
  • To ensure the smooth operation of our website
  • To evaluate system security and stability
  •  

We do not use your data to draw conclusions about your identity.

 

Retention period

 

Data required solely for the technical operation of our website during the respective session is generally deleted once the session has ended. Server log files may also be stored by the hosting provider, in particular to ensure operational continuity, for error analysis and to guarantee system security. The exact retention period for these log files depends on the hosting provider’s technical specifications and is not currently known to us in full.

 

Provision of data

The provision of the aforementioned personal data is not required by law or by contract. However, the processing of certain technical access data, in particular the IP address, is necessary to make our website available, to ensure its functionality and to guarantee the security of our systems. Without this processing, our website cannot be used, or can only be used to a limited extent. There is therefore no separate option to object to this technically necessary processing.

 

Cookies

 

The websites of APTOMET AG use cookies. Cookies are small text files that are stored on users’ devices when a website is visited. They serve to store certain information and to enable or facilitate the use of our websites.

 

In particular, cookies can be used to save language settings or to remember search terms for the duration of your visit. Cookies cannot be used to launch programmes or to transmit viruses to a device.

 

We use cookies to make our websites more user-friendly, secure and functional. Some features of our websites cannot be provided, or can only be provided to a limited extent, without cookies. The information collected via cookies is not passed on to third parties for their own purposes, unless otherwise stated in this privacy policy.

 

In principle, you can also view our websites without cookies. Most internet browsers are set to accept cookies automatically. However, you can disable the storage of cookies in your browser settings or delete cookies that have already been stored. Please note that certain features of our websites may not be available, or may be available only to a limited extent, if cookies are disabled.

 

Storing cookies

 

You can use your browser settings to delete individual cookies or all cookies, as well as to restrict or block the storage of cookies. Depending on the browser you use, you can find further information via the following links:

 

Technically necessary cookies 

 

We use technically necessary cookies to ensure that the basic functions of our websites can be provided. Some elements of our websites require the browser used to access them to be recognised even after a page has been changed.

 

We use technically necessary cookies in particular for the following functions:

 

  • Applying language settings
  • Saving search terms

 

The purpose of these cookies is to enable and simplify the use of our websites and to provide certain functions requested by the user. Without these cookies, individual functions of our websites cannot be used, or can only be used to a limited extent.

 

Where cookies or similar technologies are used as part of web analytics with Matomo, we provide information on this in the section ‘Web analytics with Matomo’.

 

Web analytics with Matomo (web analytics platform)

 

We use Matomo on our websites, an open-source software programme for the statistical analysis of visitor traffic. We operate Matomo ourselves on our own Matomo instance at matomo.aptomet.ch and analytics.aptobase.plus. The data collected as part of web analytics is processed on our own Matomo instance and is not transferred to the provider of the Matomo software, InnoCraft Ltd, for its own purposes.

 

Matomo is used exclusively for the statistical analysis of the use of our websites and to improve our content, structure and user-friendliness. We do not use Matomo to personally identify visitors, nor do we combine the data collected via Matomo with other data sources. There is no user tracking beyond what is , no cross-website tracking and no profiling.

 

When you visit our websites, Matomo may process the following information in particular:

  • the IP address, the last two bytes of which are truncated or masked before storage
  • the page accessed, along with the date and time of access;
  • the page from which you accessed our website, provided this information is transmitted
  • information on the browser, operating system, device type, screen resolution and language settings used
  • the length of time spent on the website
  • pages clicked on, internal links, downloads or external links, insofar as these are statistically recorded via Matomo

 

Full IP addresses are not permanently stored in Matomo. Truncating the IP address reduces the ability to identify visitors. The data is analysed solely for statistical purposes and to optimise our online service.

 

Matomo may set cookies on your device to analyse visits statistically and recognise repeat visits. These are first-party cookies set by our website. You can restrict or prevent the storage of cookies in your browser settings. You can also delete cookies that have already been stored at any time. If cookies are disabled, this may limit the statistical analysis of website usage.

 

Newsletter

 

System and Responsibility

 

APTOMET AG bears primary responsibility for the creation, management and distribution of our newsletters. We offer newsletters for APTOMET AG and its services, as well as for users of APTObase. You can subscribe to these newsletters via the websites aptomet.ch and aptobase.plus.

We use the Odoo email marketing module to send our newsletters. The provider is Odoo S.A., based in Belgium. Our Odoo partner in Switzerland is Abilium GmbH, 3011 Bern. These service providers may gain access to personal data in the course of providing, maintaining or supporting the systems used, insofar as this is necessary for the provision of services. Processing is carried out in accordance with the applicable data protection regulations and in line with our instructions.

Odoo also uses the Maileroo email delivery service for the technical dispatch of emails. Emails sent from Odoo are not delivered directly via our Microsoft 365/Outlook infrastructure, but are transmitted to the respective recipients via Maileroo’s SMTP infrastructure. In doing so, Maileroo processes the data required for email dispatch for (in particular sender, recipient and message information) in its capacity as a data processor or sub-processor

 

Data processing abroad

 

In the course of using our systems and services, personal data may be transferred to service providers abroad. This applies in particular to Odoo S.A., based in Belgium, which we use as a provider of software solutions (e.g. for website and newsletter functionalities).

 

The transfer takes place solely for the purpose of providing and operating the systems used. Odoo S.A. processes the data as a data processor in accordance with our instructions.

 

Belgium is a member of the European Union. Switzerland ensures an adequate level of data protection for the EU in accordance with the provisions of the Data Protection Act (DSG). No further transfers are made to countries without an adequate level of data protection.

 

In connection with the sending of emails, personal data may also be processed by the email service provider Maileroo. In particular, email addresses and other communication data necessary for delivery are processed. The processing is carried out solely for the purpose of the technical dispatch of emails and to ensure delivery

 

Purpose of data processing

 

Your data is used to send you the newsletter you have subscribed to by email and to manage the technical aspects of its dispatch. Providing your email address is required to receive the newsletter. Providing your name is voluntary and may be used to address you personally in the newsletter or to identify your enquiry should you wish to exercise your rights as a data subject.

 

When you subscribe to the newsletter, the data you provide will be used exclusively for sending the newsletter and the associated administration. Subscribers may also be informed by email of matters relevant to the newsletter service, such as changes to the newsletter content or technical information regarding registration.

 

Registration and double opt-in

 

For your registration to be valid, we require a valid email address. To ensure that the registration is actually carried out by the owner of the email address provided, we generally use the double opt-in procedure. After registering, you will receive an email containing a confirmation link. Your email address will only be added to the newsletter mailing list once you have clicked on this link.

 

To provide evidence of registration, we document the subscription to the newsletter, the sending of the confirmation email and the time of confirmation. This documentation serves as proof of valid consent and to protect against fraudulent registrations.

 

Analysis of newsletter distribution

 

We use Odoo’s email marketing module to analyse the sending and usage of our newsletters. In particular, this enables us to determine whether a newsletter was sent to a specific email address, whether the newsletter was opened, and which links within the newsletter were clicked. Odoo provides corresponding reports on sending, delivery, opens and clicks for this purpose.

 

Technically, opens are typically tracked via tracking elements embedded in the newsletter, whilst clicks are analysed via tracked links. Such links make it possible to determine which content or links within a newsletter have been clicked on.

 

This information is not collected anonymously insofar as it can be attributed to individual recipients. We use these analytics to assess the effectiveness of our newsletters, improve content and better tailor our communications to the interests of our recipients. We do not carry out any further profiling or pass on these analytics to third parties for their own purposes.

 

Legal basis

 

Our newsletters are sent on the basis of your expressly given consent. You may withdraw your consent at any time with future effect. Each newsletter contains a corresponding unsubscribe link for this purpose. Alternatively, you may notify us of your withdrawal via the contact details provided in this privacy policy.

 

Where newsletters are sent to existing customers, they may also be sent for our own similar products or services, subject to the statutory requirements, provided that a simple and free option to unsubscribe is available at all times.

 

Retention period

 

We store your data for the purpose of sending the newsletter for as long as your consent remains valid or for as long as the sending is based on another permissible legal basis. Once you have unsubscribed from the newsletter, your data will be removed from the active mailing list. Data required to document your consent or unsubscription may also be retained for a reasonable period, insofar as this is necessary for record-keeping purposes or to comply with legal obligations.

 

Provision required or necessary

 

The provision of your personal data for the newsletter is voluntary. Without a valid email address and without your consent, we cannot send you the newsletter.

 

SSL encryption

 

To protect the security of your data during transmission, we use state-of-the-art encryption methods via HTTPS.

 

APTOMET website

 

System and Responsibility

 

APTOMET AG bears primary responsibility for the maintenance and management of the website. The aptomet.ch website has been created using the CRAFT CMS system.

 

Various service providers are used for the hosting and operation of the website. The front end of the website is provided by Netlify. As part of the operation, technically necessary personal data such as IP addresses, browser information and server and access logs may be processed.

 

The backend, or parts of the website’s technical infrastructure, are hosted by cyon GmbH. As part of the hosting process, technical data, in particular server log data, may be processed.

 

We work with Prolog AG on the development, maintenance and technical support of the website. As part of support, maintenance or further development work, Prolog AG may gain access to personal data to the extent necessary for the provision of its services. Prolog AG acts exclusively on our behalf and is subject to the contractually agreed data protection obligations.

 

Contact form

 

On the aptomet.ch website, you will find contact forms to get in touch with APTOMET AG. The forms are provided and managed via the Craft CMS system. The data you enter is stored for the purpose of communicating with you individually. To do this, you must provide a valid email address. This is used to assign your enquiry and subsequently respond to it.

 

Your contact enquiry is sent to info@aptomet.ch and data – for example, for the purpose of preparing a quotation – is stored in our ERP system. At this stage, your data is stored as ‘potential customer’ data. Should a contractual relationship arise, your data will be subject to the provisions applicable to ‘APTOMET customers’ (see ‘APTOMET AG’s Data Protection Policy’)

 

Legal basis

 

The processing of the data entered in the contact form is carried out on the basis of a legitimate interest.

 

 

By providing the contact form, we aim to make it easy for you to get in touch. The information you provide is stored in our ERP system for the purpose of processing your enquiry and for any follow-up questions.

 

Is provision mandatory or required?

 

The provision of your personal data is voluntary. However, we can only process your enquiry if you provide your email address.

 

Data processing abroad

 

In the course of operating and hosting the website, personal data may be transferred to service providers abroad or processed there. This applies in particular to the hosting and provision service Netlify, as well as other technical service providers we use.

 

The transfer takes place solely for the purpose of providing, ensuring and optimising the technical operation of the website, as well as for processing contact enquiries.

 

Where personal data is transferred to countries outside Switzerland or the European Union, this is done only in compliance with the applicable data protection requirements and with appropriate safeguards to protect the data subjects.

 

APTObase website

 

System and Responsibility

 

The primary responsibility for maintenance and management lies with APTOMET AG. The platform was developed in collaboration with Abilium GmbH in 3011 Bern. Abilium GmbH is our development partner and has access to the database on the same basis as APTOMET AG.

 

Contract and read-only customers have a login for the database. In addition to user data (addresses for clients and locations, contact details for user accounts), the application stores test equipment data. The use of the application by contract customers is governed by a contract. 

 

APTObase stores test equipment data for devices that APTOMET AG has calibrated in its laboratories since 2018 (including older test equipment data for long-standing contract customers).

 

Calibration reminder

 

APTOMET AG records data on calibrated measuring equipment in APTObase. By default, a piece of test equipment is recorded with a calibration interval of 24 months. Once this period has elapsed, 6–8 weeks before the next calibration is due, an automatic reminder is sent by email. The recipient of the email is generally the client (as named on the calibration order).

 

Reminders can be disabled on request. We are also happy to change the contact details for reminders and the calibration interval on request. Please contact our Data Protection Officer or another member of staff at APTOMET AG.

 

Contact form

 

On the aptobase.plus website, you will find contact forms to get in touch with APTOMET AG. Your contact enquiry will be sent toinfo@aptobase.plus . 

 

The data you enter will be stored for the purpose of communicating with you personally. To do this, you must provide a valid email address and your name. This information is used to identify your enquiry and to respond to it.

 

By providing this contact form, we aim to make it easy for you to get in touch. The details you provide will be stored in our ERP system for the purpose of processing your enquiry and for any follow-up queries.

 

Try APTObase

 

Company and contact details of users of the trial account are stored in our ERP system and treated as potential customer data. 

 

Request a read-only account

 

A read-only account is available only to existing APTOMET customers. The data will be handled in accordance with the ‘APTOMET Customers’ guidelines. 

 

Request a quote

 

Company and contact details are stored in our ERP system and treated as potential customer data. 

 

Download manuals

 

We interpret the downloading of manuals as an indication of interest in our services. Accordingly, data is stored in our ERP system and treated as data relating to potential customers.

 

Legal basis

 

The processing of data entered into the contact form is carried out on the basis of a legitimate interest.

 

Provision mandatory or necessary

 

The provision of your personal data is voluntary. However, we can only process your enquiry if you provide us with your name, email address and the reason for your enquiry.

 

APTObase user login

To register on our website, we require certain personal data, which is submitted to us via an input form (login). This applies exclusively to contract and read-only customers. 

 

Recipients

 

In addition to APTOMET AG, the recipient of the data is Abilium GmbH, which is responsible for the operation and maintenance of APTObase. 

 

Retention period

 

Data will only be processed in this context for as long as the relevant consent is in place. As an APTObase user, we ask you to report any employees who are no longer working for the company without delay. 

 

Provision mandatory or necessary

 

The provision of your personal data is voluntary and based solely on your consent. Without the provision of your personal data, we cannot grant you access to the content we offer. 

 

Retention and deletion policy

 

In the APTObase application operated by us, technical and device-specific data, as well as associated personal data, are generally stored for at least 15 years or retained for longer in accordance with individual customer requirements. This retention serves to ensure the traceability of calibrations and tests, as well as to meet quality and documentation requirements.

 

The data is stored in an open standard format (PostgreSQL database) to ensure long-term availability and readability.

 

There is no provision for users to delete the data themselves. However, data may be deleted at any time upon request via APTOMET AG, provided that no statutory or contractual retention obligations prevent this.

 

APTObase Website User Manual

 

APTOMET AG bears primary responsibility for the maintenance and management of the website. The website https://manualaptobaseplus.odoo.com/ has been created using the Odoo ERP software solution (Odoo S.A., Belgium).

 

We do not use any additional web analytics software for this online user manual. However, Odoo may, as part of the technical operation of the website, store certain visitor and session information by default.

 

In particular, the following information may be processed:

  • Time of first and last access
  • Pages accessed within the online user manual
  • Language setting of the browser or the website
  • Approximate country of origin, where technically feasible
  • Technical session information required for the operation of the Odoo website

 

This information is used for the technical operation, display and functionality of the Online User Manual, as well as for the basic administration of the website. No further analysis of user behaviour, profiling or linking of this data to other systems takes place. 

 

Odoo stores visitor information in the website’s backend and may, amongst other things, display details regarding language, the first and last connection times, and pages visited.

 

Changes to our Privacy Policy

 

We reserve the right to amend this privacy policy to ensure it always complies with current legal requirements or to reflect changes to our services in the privacy policy, for example, when introducing new services. The new privacy policy will then apply to your next visit.

 

Enquiries to the Data Protection Officer

 

If you have any questions regarding data protection, please send us an email or contact the data protection officer within our organisation directly:

 

APTOMET AG
Christoph Aeschlimann
Worbstrasse 201
3073 Gümligen
Switzerland
christoph.aeschlimann@aptomet.ch
+41 31 934 06 06