Privacy policy

This privacy policy explains how personal data is processed through robinreal.ai, the robinreal platform, Mietdossier functions, customer portals, communication channels, mobile interfaces, and AI-supported services. It applies to website visitors, prospective tenants, reference contacts, owners, landlords, brokers, property managers, business customers, and other users. SwissBid GmbH is responsible for this data processing.

Where we process personal data on behalf of owners, landlords, brokers, property managers, or other customers, those parties may themselves be controllers under data protection law for their further processing of the data made available to them. Their own privacy information applies to processing by those recipients.

We process personal data in accordance with the Swiss Federal Act on Data Protection (FADP). Where the EU General Data Protection Regulation (GDPR) applies, processing is carried out in particular to perform a contract, take pre-contractual steps, pursue legitimate interests, comply with legal obligations, or on the basis of consent. We process only data that is suitable and necessary for the relevant purposes.

Depending on how the services are used, we process identity and contact data, addresses, dates of birth, nationality, household information, employment and income information, insurance information, reference data, communications, application files, documents, payment and billing information, login and authentication data, roles and permissions, device information, IP addresses, cookie IDs, usage and log data, and technical metadata.

When you visit our website, technical data required for its operation, stability, and security is processed. This includes in particular your IP address, browser type, operating system, date and time of access, content accessed, referrer, and technical logs. We use this data to provide the website, detect attacks, and improve usability.

When you create an account, we process the information required for registration and authentication. This includes in particular your name, email address, user identifier, role information, organisation membership, login data, and session information. The data is used to provide access to protected areas and manage permissions.

robinreal enables property searches and the submission of contact enquiries. We process search parameters, property interests, communications, appointment requests, and the history of application processes. Information may be made available to the responsible owner, landlord, or property manager.

To create and submit a digital rental dossier, we process extensive information. This may include residence status, reference information and reference-check results, credit information, debt-enforcement and bankruptcy information, financial obligations, screening results, questionnaire answers, and documents such as identity documents, residence permits, and employment or income evidence. This information is used to create and manage applications and make them available to authorised participants in the rental process.

We may evaluate personal data received through use of our services, property searches, contact enquiries, rental applications, reference information, or other interactions to identify a possible need for further property-related services.

This may include assessing whether services relating to the purchase, sale, brokerage, marketing, financing, or management of property could be relevant to a person.

If we identify such a need, we may contact the person directly or pass the contact to selected property partners, brokers, financing providers, or other property service providers. For this purpose, we may disclose the personal data required for contact and delivery of the relevant services to those partners.

You may object at any time to this processing of your personal data for partner offers or direct marketing.

Users may provide reference contacts. We process those contacts' details and the information they provide. Reference contacts may be contacted by email and may receive a secure link through which to submit their information.

We assume that anyone providing a reference contact is authorised to share that person's contact details with us and has informed them that they may be contacted.

As part of the rental process, application documents, rental dossiers, references, credit information, screening results, and other information relevant to tenant selection may be made available to owners, landlords, property managers, or brokers. Access may be provided through customer portals or time-limited secure sharing links.

We process data connected with viewings and appointments, including contact details, appointment preferences, comments, participants, calendar information, and communications. Appointment confirmations and reminders may be sent by email, SMS, or other communication channels.

Where enabled by a customer or required for the rental process, credit checks may be carried out. The identification data required for the check is transmitted to specialised credit agencies. The results may be shown to participants in the rental process.

To meet legal or regulatory requirements, data may be checked against sanctions and compliance services. Names, dates of birth, addresses, and other identification data may be used for this purpose.

We process the content of emails, chat messages, contact forms, telephone calls, SMS messages, and other communications. Messages may be categorised automatically, assigned to the correct case, or forwarded within the platform.

Communication data may be processed and stored in customer portals, chat systems, messaging platforms, or comparable collaboration services. This includes message content, attachments, timestamps, and technical communication metadata.

robinreal uses AI-supported search, analysis, communication, and assistance functions. To provide these functions, message content, chat histories, application information, appointment information, document content, and other case-related data may be transmitted to the relevant AI service providers.

These systems assist users and employees in particular with handling enquiries, analysing information, creating summaries, finding relevant content, and automating process steps. Where possible, we apply technical and organisational measures to limit the transmitted data and protect its confidentiality.

Decisions about contracts or the award of rental properties are not made exclusively by automated means.

We may evaluate personal data automatically to better understand user preferences, interests, search profiles, and property needs and to improve our services. Such evaluations may be used in particular to personalise search results, provide relevant content, perform statistical analyses, and support rental processes.

Decisions with legal or similarly significant effects are not made exclusively by automated means.

We use analytics and monitoring services to measure use of our offerings. Information about page views, interactions, user origins, devices, and technical events may be collected. The resulting insights help us improve features and identify errors.

Emails sent by us may contain technical information that enables us to determine whether a message was delivered or opened and whether links in it were clicked. This information is used to ensure delivery, analyse errors, and improve our communications. You can restrict this data collection through the settings of your email application.

Our websites use cookies and comparable technologies. Strictly necessary cookies support operation of the website. Other cookies may be used to store user settings, perform analytics, or enable certain functions.

Personal data may be transmitted to hosting providers, cloud service providers, identity providers, communication providers, analytics and monitoring providers, ERP and property-management systems, Mietdossier integrations, credit agencies, compliance providers, payment providers, and other processors.

These recipients may include Cloudflare R2, PostHog, Sentry, Grafana, Keycloak, Matrix, Stripe, Infinity, PropBase, Mietdossier, Intrum, RobinSanctions, Twilio, Gatekeeper, ThePublicist, and providers of AI systems and analytics services. Depending on the function used, these may in particular include OpenAI, Anthropic, Google, or comparable providers.

Recipients may be located in Switzerland, the European Economic Area, or other countries. Where a country does not provide a legally recognised level of data protection, we rely on appropriate safeguards such as standard contractual clauses or other recognised protective mechanisms.

We use technical and organisational security measures, including encryption, authentication, role-based permissions, logging, access restrictions, security monitoring, backups, recovery processes, and continuous improvements to the security architecture.

Personal data is retained only for as long as necessary for the purposes described, while legitimate interests exist, or as required by law. Certain data is retained only for short technical periods, such as authentication, sharing, or access tokens. Application and rental-dossier data may be retained during an active rental process and afterwards where required for documentation, prevention of misuse, enforcement of legal claims, or compliance with statutory retention duties.

When the applicable periods expire, data is deleted, anonymised, or archived where legally permitted.

You have various rights concerning your personal data under applicable data protection law. In particular, you may request information about whether we process personal data about you and what that data is. You may also request correction of inaccurate or incomplete personal data.

Where the legal requirements are met, you may request deletion of your personal data or restriction of its processing. You also have the right to object to processing, in particular where we process your data on the basis of overriding legitimate interests.

Where processing is based on your consent, you may withdraw that consent at any time with effect for the future. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

Where provided by law, you may also request that certain personal data be supplied in a commonly used electronic format or transmitted to another controller.

Where personal data is processed through automated procedures, you may state your point of view and request review by a natural person where applicable law grants such a right.

You may exercise your rights at any time by contacting us using the contact details in this privacy policy. We may request reasonable proof of your identity before processing your request.

You also have the right to lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or another competent data protection supervisory authority if you believe that processing of your personal data violates applicable data protection law.

We may amend this privacy policy at any time. The version published on the website at the relevant time applies.