Privacy Policy.

1. Purpose of This Policy

Welcome Service Sàrl is committed to protecting the personal data of all individuals involved in its activities. This Privacy Policy explains how personal information is collected, processed, shared, protected, and stored, as well as the rights of individuals regarding their data.

Our aim is to ensure full transparency and compliance with applicable Swiss legislation and the EGQS+ Standard.

Any questions regarding this Policy should be sent by email to info@welcome-service.ch or by writing to Welcome Service Sàrl, Rue Zurlinden 6 – 1207 Geneva. Alternatively, you can call us on +41 (22) 707 61 50.

2. Who We Are

Welcome Service Sàrl (CHE-107.383.671) provides relocation services including home search, settling-in, schooling support, immigration assistance, and move management. Founded in 1990, we serve private individuals and multinational organisations.

3. Scope of the Policy

This policy applies to all personal data processed by Welcome Service, including data belonging to:

• Clients and their family members
• Corporate partners and HR departments
• Service providers and subcontractors
• Employees, candidates, and any individual whose data is collected in the context of providing relocation services

It covers all processing activities carried out in Switzerland or abroad when required for service delivery.

4. What Personal Data We Process

Welcome Service collects only the information necessary to provide relocation and related services. Data categories may include:

4.1. Identification & Contact Information

• Name, surname, birthdate, nationality, gender
• Address, email, phone numbers
• Family composition

4.2. Administrative & Employment Information

• Employer details
• Employment conditions
• Financial or income information when relevant to administrative processes

4.3. Sensitive Personal Data

Processed only when necessary and with appropriate safeguards:

• Identity documents, biometric identifiers (e.g., passport or residence permit details)
• Information related to dependent children
• Information required for legal or administrative applications

We apply strict minimisation principles, processing only data that is necessary and proportionate.

5. How Personal Data Is Collected

Personal data may be collected through various channels, including:

• Secure online forms or digital platforms used to coordinate relocation tasks (Jotform, RelocationOnline)
• Emails exchanged with clients or corporate partners
• Documentation submitted by individuals or HR departments
• Direct communication (phone, meetings, consultancy sessions)

All collection methods must follow secure protocols and comply with internal data protection measures.

6. How Personal Data Is Used

Welcome Service uses personal data exclusively for delivering and managing relocation services and related operational needs. Examples include:

• Understanding client needs and preferences
• Managing housing search, administrative processes, and school enrolments
• Communicating with suppliers, landlords, schools, or authorities
• Preparing and submitting administrative forms and applications
• Coordinating insurance, utilities, banking, or service registrations
• Providing updates to employers when required
• Conducting customer satisfaction surveys and continuous service improvement

Personal data is never used for purposes incompatible with the original reason for collection.

7. Legal Basis for Processing

Data is processed under one or several of the following legal grounds:

• Explicit consent of the individual
• Performance of a contract, including relocation and support services
• Legitimate interests linked to service delivery and operational efficiency
• Compliance with legal obligations, such as immigration or residency requirements

Consent may be withdrawn at any time for future processing.

8. Data Sharing and Disclosure

Welcome Service does not sell, rent, or share personal data for commercial or marketing purposes. Data may be shared only when necessary for providing services, such as with:

• Real estate agencies and landlords
• Schools and childcare providers
• Insurance companies or brokers
• Local authorities
• Banks, telecom companies, or utility providers
• Approved service providers and subcontractors

Third parties receive only the information strictly necessary for their tasks and must protect it according to contractual and legal obligations. Data may also be disclosed to authorities when legally required.

9. International Transfers of Data

Personal data may be transferred outside Switzerland only when necessary to deliver services — e.g., coordination with organisations or landlords in a neighbouring country.

Such transfers are executed with appropriate safeguards and in compliance with applicable data protection requirements.

10. Data Security Measures

Welcome Service implements technical and organisational measures to protect personal data from loss, alteration, unauthorised access, or misuse. These measures include:

• Use of secure and encrypted digital platforms
• Access controls based on roles and responsibilities
• Secure data hosting within Switzerland or the European Union
• Restriction of access to authorised personnel only
• Regular reviews of our information security practices

Employees are required to follow internal data protection guidelines at all times.

11. Data Retention

Personal data is retained only as long as necessary to fulfil operational or legal requirements. Retention periods may vary depending on regulatory obligations, but data is never kept longer than required. After expiration of the retention period, data is securely deleted or anonymised.

12. Your Rights

Individuals whose data we process have the following rights:

• The right of access — Art. 8 para. 1 FADP — Art. 25 para. 1 nFADP.
• The right to rectification — Art. 5 para. 2 FADP, Art. 32 para. 1 nFADP.
• The right to know whom to contact — Art. 10 para. 3 lit. d) nFADP concerning the Data Protection Advisor (or Data Protection Officer) and Art. 14 para. 3 nFADP concerning the Data Protection Representative in Switzerland; the right to know whether a decision taken was based solely on automated processing (Art. 21 para. 1).
• The right to object to processing (opt out). Although it is not a right expressly provided for in the regulations (FADP and nFADP), the latter derives from informational self-determination.
• The right of cancellation — Art. 12 para. 2 FADP, Art. 32 para. 2 (c) nFADP.
• The right to have data delivered or to require their transmission to third parties, the so-called right of portability, introduced by the nFADP (Art. 28 nFADP).

Requests may be made at any time by contacting the company.

13. Responsibilities and Governance

Welcome Service ensures that:

• Staff are trained on data protection and confidentiality obligations
• Only authorised individuals have access to personal data
• Data protection risks are assessed and mitigated proactively
• Compliance with privacy and security regulations is monitored regularly
• Continuous improvement measures are implemented as needed

14. Review of This Policy

This policy is reviewed periodically to ensure continued compliance with Swiss law, industry standards, and EGQS+ requirements. Updates are communicated to relevant stakeholders.

Laetitia Papilloud — Managing Partner
Guillaume Bédat — Managing Partner