Confidentiality Statement

by ORGANIZING | SWISS

ORGANIZING | SWISS is committed to the comprehensive protection of all confidential information entrusted to us or made accessible to us in the course of our work. This applies to all areas of our service activity – including mobility, property and project management, lifestyle and personal services, medical coordination, IT and security infrastructure, security services, corporate and expat support, mediation and special requests.

Our confidentiality standards are based on the Swiss Data Protection Act (DSG), Article 162 of the Swiss Criminal Code (protection of business and manufacturing secrets), general professional confidentiality obligations, and internationally recognized privacy and security principles.

1. Scope of Confidentiality

The confidentiality obligations cover, in particular:

• all personal, family-related, organizational, medical and business information
• any observations or insights gained in the course of performing tasks (e.g., in private residences, during travel, in properties, at appointments, in medical or security contexts)
• internal processes, procedures, structures, systems and technical or security-relevant information
• all physical and digital documents, data and communications.

Disclosure to third parties is only permitted when:

• the client has given explicit consent
• such disclosure is strictly necessary to fulfil the specific assignment or
• a legal obligation requires it.

2. Staff, Subcontractors and Engaged Specialists

These confidentiality obligations apply without limitation to:

• all employees of ORGANIZING | SWISS,
• temporary and operational staff,
• subcontractors, chauffeurs, service providers and specialists from all relevant sectors,
• any external parties engaged to assist in fulfilling a task.

By accepting an assignment or entering a collaboration, all involved parties commit to fully comply with this Confidentiality Statement.

This obligation applies indefinitely, even after the termination of the collaboration.

3. Communication Restrictions and Confidentiality towards the Client’s Personal Environment

All employees, subcontractors and associated third parties are strictly prohibited from disclosing any information about clients, their families, activities, routines, projects, locations, medical matters, security aspects or any other sensitive details to media, third parties or unauthorized individuals.

This confidentiality obligation applies equally to persons within the client’s personal environment, including:

• spouses and partners,
• family members,
• friends, acquaintances or informal contacts,
• client employees or internal staff unless formally authorized.

There is no automatic entitlement for family members or close contacts to receive information.

Permitted disclosure is restricted to:

1. Persons within ORGANIZING | SWISS who must be involved operationally in order to fulfil the assignment (operations, coordination, security staff, chauffeurs, specialists, personal services),
2. Individuals explicitly designated or authorized by the client (e.g., personal assistant, estate manager, security chief, medical liaison),
3. Third parties who must receive minimal information to fulfil the assignment (see Section 8),
4. Authorities legally entitled to receive information.

In all cases, disclosure is limited to the minimum information necessary to fulfil the task.

4. Prohibitation of Unauthorized Use or Removal of Information

It is strictly prohibited to:

• copy, remove, transfer, or privately use documents, files or information of any kind,
• access, view, analyze or disseminate confidential contents,
• extract information, devices, or data from residences, vehicles, offices, systems or assignments,
• use confidential information outside the specific assignment context.

5. Duration of Confidentiality

All confidentiality obligations apply:

• throughout the duration of an assignment
• and indefinitely thereafter,

in accordance with Swiss law and the continuing obligation to protect business and personal secrets.

6. Data Protection & Information Security

ORGANIZING | SWISS ensures that:

• personal data is processed strictly on a need-to-know and purpose-bound basis,
• access is limited to authorized individuals,
• appropriate technical and organizational measures protect all data,
• no data is used for marketing, profiling, or unrelated purposes,
• sensitive information (medical, security, IT credentials, private addresses) is handled with elevated protection.

7. Handling of Forgotten, Left-Behind or Transferred Documents, Items or Devices

This applies across all environments in which ORGANIZING | SWISS operates: private residences, vehicles, offices, properties, hotels, clinics, airports, events or any other operational setting.

7.1 Immediate Reporting & Initial Handling

• Any found item must be reported immediately to the responsible operations contact.
• No item may be opened, accessed, unlocked, activated or inspected.
• Interim storage must remain secure, sealed and anonymized.

7.2 Client-Requested Transfer

Upon explicit client request, items will be delivered:

• to a designated office,
• to a specified trusted individual
• or to a defined address domestically or abroad.

Such logistical services are billable to the client.

7.3 Default Procedure without Client Instruction

If the client provides no instruction:

1. The item is transferred to the main operations facility of ORGANIZING | SWISS,
2. secured under temporary storage,
3. then processed as follows:

• Documents: retained 14–30 days, then securely destroyed
• Electronic devices: retained up to 6 months
• Valuables: see Section 7.6

7.4 Mobile Operations & Long Distances

If delivery to the main facility is not feasible due to distance or operational context:

• items may be taken to a secure subcontractor storage point if proper security is guaranteed,
• if no secure storage is possible and only after consultation with ORGANIZING | SWISS (and ideally the client), documents may be professionally destroyed (never valuables or devices).

7.5 Destruction of Documents and Storage Media

• Paper documents must be shredded,
• Digital media may only be destroyed by ORGANIZING | SWISS or certified IT destruction providers.

7.6 Valuables (never to be destroyed)

Applies to items such as jewelry, watches, wallets, IDs, keys, electronics, cash and similar valuables.

• Items are never destroyed,
• Stored without liability on the part of ORGANIZING | SWISS,
• Held only in:
  • a secure safe or
  • a locked storage room with controlled access.
• Access is restricted to specifically authorized individuals (typically a single responsible person),
• Returned only upon written acknowledgement,
• Stored for a maximum of 6 months, after which they are transferred to the appropriate cantonal lost-and-found office or local police authority in accordance with Swiss Civil Code Art. 720 ff.

8. Disclosure of Client Information to Third Parties for Task Fulfilment

To fulfil specific assignments, the transmission of minimal necessary client information to carefully selected third parties may be required, such as:

• hotels, guest relations, household or lifestyle services,
• airports, FBOs, VIP handling services,
• clinics, medical offices, private medical coordinators,
• security providers, protective services, technical security specialists,
• construction firms, architects, renovation teams, property specialists,
• IT service providers and smart-home specialists,
• event partners, education consultants, relocation partners,
• mobility and transport providers. 

Principles:

• As little as possible, as much as necessary.
• Only for the immediate fulfilment of the assignment,
• Strict purpose limitation; no use for unrelated purposes,
• By commissioning ORGANIZING | SWISS, the client consents to this necessary, minimal data disclosure.

9. Limitation of Liability & Discretionary Enforcement

• ORGANIZING | SWISS is only liable to the extent required by mandatory Swiss law.
• ORGANIZING | SWISS is not liable for unauthorized actions of subcontractors or third parties if appropriate care was exercised in their selection and instruction.
• This Confidentiality Statement does not establish claims under foreign law.
• ORGANIZING | SWISS is not obligated to enforce sanctions or pursue breaches to the maximum possible extent.

Enforcement takes place at the discretion of ORGANIZING | SWISS, in compliance with legal requirements and proportionality.