ValFox V18.3

Privacy

Privacy Policy

1. Controller

ValFox GmbH
Lettenweg 46
CH - 4123 Allschwil 1
Switzerland

Email: webcontact@valfox.ch
Telephone: +41 61 511 5554

2. Principle

ValFox processes personal data only to the extent necessary to operate the website, handle enquiries, provide the client area and ensure the security of the systems.

The public website uses neither cookies nor visitor tracking in any other form.

3. Language and technical session

The website is available in German, English and French. On the first visit, the preferred language transmitted by the browser is evaluated. The language can be changed manually at any time.

A technical PHP session is used for the duration of a visit. The session ID is not stored in a cookie and is not visibly stored in the URL; instead, it is passed technically during internal page changes. The session is used in particular for language selection, form protection and, where necessary, limiting or blocking failed attempts in the client area.

4. Server and connection data

When the website is accessed, connection and server data are generated on the web server for technical reasons. This may include, in particular, the IP address, date and time, requested resource, browser or user-agent information and technical status information.

Where the hosting provider keeps its own server logs, its technical and data-protection framework also applies.

5. Contact form

If you use the contact form, ValFox processes the information you enter. This includes in particular:

  • name
  • email address
  • telephone number (optional)
  • message
  • name and content of an uploaded attachment (optional)
  • selected website language

The information is used to process and answer your enquiry.

Before sending, the email address provided is technically checked. This includes a syntax check, verification of the mail domain via DNS (MX and, where applicable, A/AAAA) and a limited SMTP recipient check with the responsible mail server. No actual message is transmitted to the external mail server during this check. Nevertheless, an email address cannot technically be checked with one hundred per cent certainty as to its actual existence or reachability.

The enquiry is transmitted to ValFox by email. In addition, a technical notification is sent via the secure messenger service Threema. An attachment is not transmitted via Threema; only its file name is stated there.

After successful processing, the sender receives a confirmation email containing a copy of the information submitted. The attachment itself is not included with this confirmation; only its file name is listed.

ValFox uses a separate bounce address to handle technically undeliverable emails.

6. Technical information for contact enquiries

For technical traceability of a contact enquiry and to detect possible abusive or fraudulent use, additional technical information is collected during a valid form submission and transmitted to ValFox. This may include:

  • IPv4 or IPv6 address
  • operating system
  • browser
  • complete user agent
  • language preferences transmitted by the browser
  • date and time of submission
  • technical reference number of the enquiry

In addition, an approximate IP-based geolocation is performed for a valid contact enquiry. For this purpose, the IP address is transmitted to the configured geolocation service. Depending on availability, the result may include country, region, city, postal code, approximate coordinates, time zone, internet provider, organisation and ASN.

For technical reasons, geolocation is only an approximation and does not constitute precise location determination.

7. Attachments

Optional attachments are checked for permitted file extensions, file size and detected file types before processing. Potentially dangerous or unauthorised formats are rejected.

If a form validation fails, an attachment that has already been validly uploaded may be stored temporarily on the server for a short period and linked to the current session so that it does not have to be selected again after the entries are corrected. The technical temporary storage is designed for 30 minutes and ends after successful sending or when the attachment is explicitly removed.

8. Client area and login log

Failed attempts in the client area are logged in order to detect automated or abusive login attempts. The log may contain the following information:

  • technical session ID
  • date and time in the Europe/Zurich time zone
  • IPv4 or IPv6 address
  • operating system
  • browser
  • complete user agent
  • browser language information
  • number of login attempts within the session
  • information on whether the client area has been locked for the relevant session

The user name and password are not stored in this login log. After several failed attempts, access may be blocked for the current session.

9. Mail and error logs

ValFox maintains a delivery log for the technical monitoring of the contact form. It is used to diagnose whether a message was accepted for forwarding by the mail transport or rejected immediately. A positive log entry does not guarantee final delivery to the recipient.

10. External technical recipients and services

In connection with the functions described above, data may be transmitted to technical service providers or communication partners. This concerns in particular:

  • the hosting and mail provider of the ValFox website
  • the mail servers involved in sending and in the technical recipient check
  • Threema for the technical notification of new contact enquiries
  • the configured service for approximate IP-based geolocation

11. Purposes of data processing

Data is processed in particular for the following purposes:

  • operation and technical provision of the website
  • language control and session management
  • receipt, processing and answering of contact enquiries
  • checking the technical reachability of entered email addresses
  • secure transmission of contact enquiries
  • operation and protection of the client area
  • detection, analysis and prevention of abusive access
  • error analysis and ensuring technical operation

12. Retention and deletion

Personal data is retained only for as long as necessary for the respective purpose or where statutory or contractual obligations require longer retention.

Temporarily stored contact-form attachments are technically removed after a maximum of 30 minutes. Contact enquiries, mail logs, login logs and any server logs are retained or deleted in accordance with the applicable statutory requirements.

13. Data security

ValFox takes appropriate technical and organisational measures to protect data processed via the website. These include, in particular, encrypted transmission via HTTPS, access restrictions for configuration and log files, server-side form validation and technical safeguards against abusive input and repeated login attempts.

Absolute protection during electronic data transmission cannot be technically guaranteed.

14. Rights of data subjects

Persons whose data is processed by ValFox may contact ValFox with questions about the processing of their personal data or to exercise their data-protection rights.

Contact: webcontact@valfox.ch

15. Changes

ValFox may amend this privacy policy if the website, the technical procedures used or the legal requirements change. The version published on valfox.ch at the relevant time is authoritative.