Privacy policy

Who is responsible for your data

Bächinger Musik GmbH is responsible for operating ZeitFinder. If you have any questions about data protection or your personal data, you can contact us at info@zeitfinder.ch.

The organiser decides which data is needed for scheduling and with whom results are shared. For polls run by a school or another organisation, also consult its privacy notices. This policy explains data processing by ZeitFinder.

What data we use and why

ZeitFinder helps organise shared events and timetables. We use poll titles, dates and times, names or abbreviations, availability and any other details entered by you or the organiser. These may include email addresses, lesson durations, additional form fields and optional comments.

We use email addresses to send access and confirmation links and enabled notifications. For credit purchases, we process the contact information and payment records needed for the purchase and billing. We also record which version of the terms you accepted and when. To handle support requests, we use the information you provide.

When you visit the website, connection data is generated, such as your IP address, the time of access and browser details. This data may be processed to provide, troubleshoot and secure the service. To improve ZeitFinder, we also record which features are used, such as saving availability. We store the relevant poll, a temporary session identifier and the device and browser category for this purpose.

Your data comes from you, from the person organising your poll or from your use of the service. Enter only what is needed for scheduling. Avoid health data and other particularly confidential information in comments and attachments. Where a full name is not needed, you may use initials or an abbreviation. A feature cannot be used without the data necessary for it.

Who can see your data

For new polls, the “When are most people available?” view is enabled by default. People with the poll link can see the group’s names and availability. The organiser can disable this view for participants; they will then see only their own entry. Existing polls keep their current setting. The organiser can view and manage all entries in the poll. Other participants’ email addresses and additional personal form details are not shown in the group overview.

Shared result and timetable links may also make names and scheduling results visible. Personal editing and admin links provide the respective access to a poll. Treat these links as confidential and share them only with authorised people. Enabled email notifications may contain poll information.

When you use AI features

Standard scheduling and timetable calculations take place on the ZeitFinder server. When you use an AI feature, ZeitFinder sends the data used for it to OpenAI. This may include names, availability, enabled comments, your instructions and selected files, images and voice recordings.

Submit only content you are entitled to use for this purpose. For student data, in particular, the school’s data protection requirements and any necessary consent must be observed. Starting an AI feature does not replace these requirements.

ZeitFinder instructs OpenAI not to store requests and responses for later retrieval. Deletion of uploaded PDF files is requested after processing; these files are also set to be deleted automatically after one hour. The provider may nevertheless retain data for security purposes or to comply with legal obligations. Further information is available from OpenAI on how API data is handled.

For billing and improving AI features, ZeitFinder stores usage records and may retain instructions entered and reusable interpretations of scheduling requests. Therefore, include only necessary personal data in instructions too. Scheduling suggestions support decision-making; the organiser is responsible for checking and using them.

Which service providers are involved

We use external service providers for some services. They receive the data needed for their respective tasks:

• Railway provides the hosting infrastructure. ZeitFinder’s active database is an SQL database (PostgreSQL).
• Resend sends emails and processes recipient addresses and message content for this purpose, which may include personal access links.
• Stripe processes payments. Payment details are collected by Stripe during the payment process. ZeitFinder receives the information needed to identify and account for the purchase.
• OpenAI processes the content submitted to the AI features.

Data may also be processed abroad as part of these services, particularly in the USA. You can request information about the exact hosting region and the safeguards agreed with the providers involved using the contact details above. The linked provider information explains their own data processing and does not replace this policy.

Saved results

The current working state of your results is saved on the ZeitFinder server. This includes planning results, AI results, design and planning settings. You can reopen this state in other browsers and on other devices using your private admin link. Existing results from browser sessions that are still available are imported when you open the poll. No new AI calculation is required. Keep your admin link confidential.

What is stored in your browser

ZeitFinder temporarily stores entries and results in your browser so you can use the application. Your personal participant access and admin access for each poll are stored persistently in the same browser so you are recognised when you reopen the poll. For this purpose, we store only the necessary access keys and, for participants, the entry’s ID. Other data usually remains until the tab session ends. It may remain longer if the browser restores previous tabs. You can remove this data in your browser settings. This does not delete polls stored on the server.

A necessary cookie is also used for the protected operator area to keep the session active for up to eight hours. Keep personal access links safe if you wish to return to your poll later.

If you explicitly select a language, ZeitFinder saves this preference in the “zf_language” cookie for up to one year. If you do not make a selection, the website uses your browser’s preferred languages where translations are available. The language cookie contains no personal access links or poll content.

How long data is retained

Polls remain stored until deletion is requested; they are not automatically removed after a fixed period. You can change your details using your personal editing link. To have your entry deleted, contact the organiser or the contact listed above. Organisers can delete participant entries in the admin area.

Retention for support, security, usage statistics and AI usage records depends on the respective purpose, required evidence and legal obligations. There is no single automatic deletion period for these records. Business and billing documents subject to statutory retention requirements are kept for the prescribed period.

Database backups may contain earlier data and are not immediately cleared in full when data is deleted from the live application. Information about applicable backup retention periods is available on request. Service providers may have their own statutory or contractual retention obligations.

What happens when data is deleted

When a participant entry is deleted, it is removed from the active poll. Saved live results and previous result shares are reset. This does not delete copies already downloaded or shared, emails already sent or results stored on other devices. Contact us to request more extensive deletion, including at the service providers involved.

The rules governing our data processing

Data processing is governed in particular by the Swiss Federal Act on Data Protection. Where the EU General Data Protection Regulation applies, we process the data required to provide agreed services for the performance of a contract, including pre-contractual enquiries (Article 6(1)(b) GDPR). Securing and improving the service is based, where necessary and following a balancing of interests, on our legitimate interests in a secure and functioning service (point (f)). Processing required by law is based on a legal obligation (point (c)). Where consent is required, it forms the legal basis (point (a)). Organisers’ collection and use of participant data is governed by their respective legal basis.

Your rights

Under applicable data protection law, you may request access to your personal data and correction of inaccurate data. You may also request deletion. Where legal requirements are met, you may object to processing, request restriction or receive your data in a portable format. Statutory retention obligations or other legal grounds may prevent immediate deletion.

You may withdraw your consent at any time with effect for the future. This does not affect processing carried out before the withdrawal. To exercise your rights, write to info@zeitfinder.ch. If possible, specify the poll concerned. To identify the relevant data and protect it, we may request suitable proof of identity.

You may also contact the competent data protection authority. In Switzerland, this is the Federal Data Protection and Information Commissioner (FDPIC). Where the GDPR applies, you may in particular contact the supervisory authority where you live or work.