ProjectPilot

Privacy policy

Last updated: 30 September 2026

This policy describes the processing of personal data in connection with projectpilot.swiss and the ProjectPilot application at app.projectpilot.swiss. In particular, the Swiss Federal Act on Data Protection (FADP) applies.

1. Data controller

The controller for the processing carried out on our own behalf as described here is office4you.swiss GmbH, Mitteldorfstrasse 29, 3072 Ostermundigen, Switzerland. For privacy enquiries, contact us at hallo@projectpilot.swiss.

Where customers have other people’s personal data processed in their projects, they determine the purpose of that processing. ProjectPilot processes this content as part of the commissioned service. Requests concerning such content may therefore require the involvement of the responsible customer organisation.

Responsibility for project content

Customers are responsible for the lawfulness of the project content they enter, upload or share. Where they determine the purposes and means of processing personal data, they are responsible as controllers under data protection law. In particular, they must ensure they are entitled to process and disclose the data, inform data subjects where required and obtain any necessary consent.

This applies especially to sensitive personal data, such as health data or information about a person’s intimate sphere. Before entering such data, customers must check whether using ProjectPilot is suitable and lawful for that data and any applicable statutory or professional confidentiality obligations. They must limit content and access rights to what is necessary. This also applies to sharing with external participants and sending content to the AI feature.

The statutory data protection and data security obligations of office4you.swiss GmbH itself, in particular as a processor, remain unaffected.

2. Data we process and why

During registration and a trial period, we process the information you submit in the registration form and the data needed to manage your account and sign-in. This is used to set up, provide and administer your access.

During use, we process content entered by you or other authorised participants, such as tasks, deadlines, contacts, comments, assignments, minutes, time entries and files. This may contain personal data. We process it to enable project work, collaboration and the features you use.

For subscriptions and payments, we process contract, billing and payment information to perform the contract, allocate payments and meet legal obligations. When you contact us, we process your contact details and message to respond to your enquiry.

When you access the website or application, technically necessary connection data, particularly your IP address, is transmitted to the infrastructure. It is used to deliver content and operate the service securely.

3. Hosting and data location

The projectpilot.swiss domain is managed with Infomaniak. The ProjectPilot application runs on Infomaniak Network SA’s Public Cloud in Switzerland. Application data stored there is located in Swiss data centres.

4. Use of artificial intelligence

ProjectPilot uses Infomaniak AI Services for AI-powered features. When you use them, your inputs and the project information sent with the request are processed by Infomaniak in Switzerland to generate a response. This information may contain personal data.

According to Infomaniak, the submitted inputs are not stored by the AI service or used to train AI models or improve its services. These statements concern processing by Infomaniak AI Services.

AI-generated answers may be incomplete or incorrect. Check the results before using them to make decisions.

More information: Infomaniak AI Services.

5. Payments and other recipients

Payments are processed through SumUp, using the data needed to execute and allocate the payment. SumUp’s own privacy information also applies to processing it carries out as an independent controller.

Project content is accessible to other participants within their access rights. Where necessary to meet legal obligations or establish or defend legal claims, data may also be disclosed to competent authorities or engaged professionals.

6. Cookies, tracking and support requests

On the public projectpilot.swiss website, we do not use cookies or tracking services. If you select a language manually, we save only that preference in your browser’s local storage for future visits. You can delete it in your browser settings. On your first visit, we use the preferred languages provided by your browser.

The app.projectpilot.swiss application uses technically necessary cookies or comparable storage mechanisms to maintain sign-in and sessions and provide requested features. This use, limited to technically necessary purposes, generally does not require separate consent. You can delete cookies and website data or restrict storage in your browser settings; this may affect sign-in and other features.

The application does not use marketing or analytics trackers. The transmission of tracking information for support requests described below is separate.

When you submit a support request within ProjectPilot, tracking information is emailed with the request to the operator, office4you.swiss GmbH. It may contain personal data. The operator processes it to investigate the reported issue, resolve errors and respond to your request.

7. Retention and deletion

Accounts, project content and related backups are deleted at the customer’s request and no later than one year after the subscription ends. Deletion requests can be sent to hallo@projectpilot.swiss. To protect your data, we may verify your identity or authority before processing the request.

Statutory retention obligations remain reserved. In particular, accounting records and supporting documents subject to retention requirements are kept for ten years. Data still needed for this purpose is separate from project content to be deleted.

We process other personal data only for as long as necessary for the relevant purpose or to meet legal obligations.

Customers are responsible for their own backups. Users with the Owner role can manually back up and restore data through “Organisation management”. Customers are responsible for protecting and lawfully retaining their copies. They must delete copies outside the operator’s access themselves; deletion in ProjectPilot does not remove those copies.

8. Your rights

Under applicable data protection law, you may request access to, correction or deletion of your personal data. Where legal requirements are met, you may request delivery or transfer of your data and object to processing. You may withdraw consent for the future. Statutory restrictions and retention duties remain reserved.

Please send your request to hallo@projectpilot.swiss. You may also contact the Federal Data Protection and Information Commissioner (FDPIC).

9. Changes

We update this policy when our processing or legal requirements change. The published version applies.