Deutsch (verbindlich) · English · Français
Data processing agreement
Version 1 of 28.10.2026. Draft based on an initial expert assessment, not yet reviewed by a lawyer.
This is a translation for information only. The German version is binding.
Between the association for which its main person responsible accepts this agreement in VereinsOps (controller), and Vorname Name, operator of VereinsOps (provider, see the legal notice). VereinsOps stores who accepted the agreement, when, and in which version.
1. Subject and duration
The provider processes the association’s data in order to run VereinsOps and to support the association, as long as the association uses VereinsOps, and after that until deletion under section 9.
2. Purpose, data and data subjects
- Purpose: member administration, organising the association, meetings and minutes, tasks and reminders, finances and fees, documents, export and handover.
- Data: member data (name, address, email, phone, member number, category, joining and leaving, fees), offices and terms, attendance, elections, resolutions and minutes, uploaded documents, cash-book entries, the change history, and the accounts of the people the association gives access to.
- Data subjects: members of the association, including minors, and their contact persons; board and helpers; other people who appear in minutes or documents.
3. Instructions
The provider processes the data only on the association’s instructions. The instructions are the features and settings the association uses in VereinsOps, as well as written instructions to hello@vereinsops.ch. The provider does not process the data for its own purposes; excepted are the accounts, security and billing, for which the provider is itself responsible (see the privacy policy).
4. Confidentiality and security
The provider obliges everyone who has access to the data on its behalf to keep it confidential. It implements the technical and organisational measures in annex 2 and adapts them to the risk and the state of the art.
5. Support access
Support looks into the association’s data only if the association gives it access in VereinsOps: individually, with a reason, for a limited time (reading at most 7 days, changing at most 24 hours) and revocable at any time. The access ends by itself. Stored are the time, the person who gave it, the scope, the support person, every page opened and every change; the association sees this in VereinsOps. Support can neither export nor change access, bank account, settings or the subscription, nor delete the association.
6. Sub-processors
The association approves the sub-processors in annex 1. If the provider wants to add or replace a sub-processor, it announces this to the association at least 30 days in advance. The association can object for good reason and then end the agreement.
7. Requests from data subjects
The association is responsible for information, correction and deletion of the association’s data. The provider forwards requests it receives to the association without delay and supports it with the necessary information and exports.
8. Data security breaches
The provider reports a data security breach affecting the association’s data to the association without delay, at the latest within 24 hours of becoming aware of it. It describes what happened, which data is affected and what it is doing, and supports the association with its own reports.
9. End of the agreement
The association can download a full export at any time. If it requests deletion, the provider deletes all of the association’s data after the 30 days in which only the export is possible. Deleted data remains in the encrypted backups for at most 90 more days; if a backup is restored, VereinsOps first repeats all deletions. After deletion, the provider keeps only a confirmation with counts and no content, a deletion log with an internal number and time, and its own subscription records. The association meets its own legal retention obligations (for example for accounting records) itself with its export.
10. Audit
On request, the provider gives the association the information it needs to check compliance with this agreement.
Annex 1: Sub-processors
| Sub-processor | Task | Location of the data |
|---|---|---|
| Infomaniak Network SA, Rue Eugène-Marziano 25, 1227 Les Acacias (Geneva), Switzerland | Server, database, files, encrypted backups | Switzerland (according to Infomaniak, exclusively data centres in Switzerland) |
| Brevo SAS, 17 rue Salneuve, 75017 Paris, France | Sending the emails (recipient’s address and text of the email) | Servers in France and Belgium. For customer service and maintenance, Brevo involves companies of its own group, including in India and the USA, as well as other service providers in the USA; Brevo names standard contractual clauses and the EU-US Data Privacy Framework for this. |
Sources: see the German version, annex 1.
Annex 2: Technical and organisational measures
- Separation of associations: each association sees only its own data. The app checks this on every request, and independently the database itself does too (row-level security); the app runs with a database role without special rights.
- Roles and rights: reading, collaborating, managing and billing kept separate; members’ contact details only for people who are cleared for them.
- Login: passwords only as a hash; a second factor is mandatory for managing, billing, the main responsibility and the platform team; sensitive actions ask for the second factor again; sessions can be ended everywhere.
- Encryption: transmission only over HTTPS; second factors stored encrypted; backups encrypted.
- Logs: every change is in a change history that nobody can alter; support access is logged page by page; finalised minutes and resolutions can no longer be changed, only corrected.
- Keys: keys and passwords are kept only on the server and in a password manager, never in the program code.
- Backups and restore: hourly, encrypted, in Switzerland, 90 days; every month an automatic test whether the latest backup can be restored.
- Deletion: deletions are recorded in a log and repeated after a backup is restored.
- Changes to the app: every change goes through automated tests, including for the separation of associations; before every update the database is backed up, and if a new version does not run properly, the previous one starts again automatically.
- Incidents: a defined procedure for data security breaches, with notice to the affected associations within 24 hours.