Privacy notice

Who is responsible

The controller of your data is the sole proprietorship of Marius Sucevan, trading as Mein Valet.

Postal address: see the legal notice

Write to this address if you have a question about data protection or want to exercise your rights.

Who this notice applies to

We process data about:

• private customers
• contact persons of garages
• car owners whose car a garage entrusts to us
• drivers and other staff

If a garage books the ride for your car, we receive your details from the garage: name, address, phone number, email address, number plate and car model.

Booking

When you book a ride, with the form on the website or from your garage's account, we process:

• pick-up address and destination address, each with coordinates
• date and time window
• number plate and car model
• name, phone number and email address
• your note about the ride
• the price

We need this data to carry out the ride, to contact you and to issue the invoice. The basis is the contract.

Address search: while you type an address, our server sends the typed text to the address search of the Swiss Confederation (geo.admin.ch, Federal Office of Topography swisstopo, Switzerland).

Distance: to calculate the route, our server sends the two coordinates to OpenRouteService (HeiGIT gGmbH, Heidelberg, Germany).

Neither the address search nor OpenRouteService receives your name or your number plate.

Handover report

At pick-up and at handover the driver records a report. It contains:

• at least 10 photos of the car: outside, wheels, interior and dashboard
• mileage and fuel level
• notes on damage
• time and GPS position of the handover
• the signature of the person who hands over or receives the car
• a fingerprint (SHA-256 hash) and the capture time of every photo

The report proves the condition of the car at pick-up and at handover: for you, for the garage and for us. The bases are the contract and our legitimate interest in having evidence if there is a dispute.

Location during the ride

During a ride, from pick-up to handover, the driver's app records the location of the car: coordinates, time, accuracy, speed and direction of travel. Nothing is recorded before the pick-up or after the handover.

Why: on the status page of your booking you can see where your car is and when it should arrive. The basis is the contract and our legitimate interest in making the ride verifiable.

Who sees it: anyone who knows the link to the status page, the customer account of the booking, the garage that booked the ride, and our administration. Only the last location is shown, with its time, not the route driven and not who is driving. A garage may pass the link on to the owner of the car. The status page of a garage booking shows no price.

How long: the location is visible during the ride and for 15 minutes after the handover. We delete the locations 7 days after the handover.

Map: the map comes from the Federal Office of Topography swisstopo (wmts.geo.admin.ch, Switzerland). When you see the map, your browser loads the map images directly from there. swisstopo learns your IP address and the part of the map, but neither your name nor the booking. The map is only loaded once there is a location.

Arrival time: for the estimate our server sends the last location and the coordinates of the destination to OpenRouteService (HeiGIT gGmbH, Heidelberg, Germany), at most once per minute and ride.

For our staff: during the ride the location of the car is also the location of the driver. Recording starts only when the driver switches it on in the app. It runs only during a ride and ends with the handover. We do not use the locations to assess behaviour or performance.

AI help and dictation in the report

We send the dashboard photo to Anthropic (Anthropic PBC, USA). The service reads the mileage and the fuel level. The driver confirms the values.

Other photos are sent to Anthropic only when the driver asks for an AI check of a photo. Notes can be sent as text to the same service to be translated and tidied.

Anthropic processes the data on our behalf through its programming interface (API). Under the commercial terms for this interface, Anthropic does not use the data to train models.

The AI is an aid. A person always confirms what goes into the report.

Dictation (concerns our staff): a driver who dictates a note in the driver app uses the speech recognition of their own browser or device, for example from Apple or Google. The vendor may process the audio on its servers. We do not store audio.

Accounts, emails about the ride and language

For an account we store email address, role, language and the time of the last sign-in. For garages, drivers and administration we also store the name.

Private customers: we create an account only if you want one. For that you tick a box when booking, or later on the status page of your booking. Ticking the box only requests the account. Your consent takes effect when you sign in for the first time with the link we send to your email address: we record that moment and the version of the text you saw. Only then are your bookings linked to the account. The only purpose of the account is that under "My rides" you can see your rides and their status, open the report and cancel a ride before pick-up. Bookings with the same email address appear in the same account. Without an account you book in the same way: you receive the emails about the ride and the link to the status page. The basis is your consent.

Withdrawal: you can delete your account yourself at any time under "My rides", or ask us to. We then delete the account and the recorded consent. Your bookings remain as business records, but are no longer linked to an account.

You sign in with a one-time link that we send by email. There are no passwords.

Emails about the ride: we write to you when your request has arrived, when the ride is confirmed and when it is cancelled. These emails are part of handling the ride and contain no advertising. They contain a link to the status page of the booking. Anyone who knows this link sees the details of the ride: please do not pass it on.

Language: when booking you choose the language in which we write to you and issue documents (German, Italian, French or English). We store the choice with the booking and in the account. You can change it in the account.

Documents, invoice and payment

We send the report as a PDF by email to the customer and to the garage.

We issue invoices as Swiss QR bills. We keep invoices and business records for 10 years (Art. 958f of the Swiss Code of Obligations).

Payment today: you pay at pick-up, by TWINT or in cash to the driver, or on invoice. Garages receive a monthly invoice.

Online payment by TWINT or card through Payrexx AG (Thun, Switzerland) is planned. When you pay online, Payrexx processes the payment data. We never see card numbers.

WhatsApp, phone and email

If you write to us on WhatsApp, your messages are processed by WhatsApp (Meta Platforms Ireland Ltd., with processing also in the USA).

Using WhatsApp is your choice. You can also reach us by email and by phone.

Newsletter

Private customers can subscribe to our newsletter. Signing up takes two steps (double opt-in): after you send the form you receive an email with a confirmation link. Only once you have confirmed your address with it are you subscribed. We store your email address, your language and the time of the sign-up and of the confirmation, and send you offers. Without confirmation you receive neither newsletter nor discount; on request we delete an unconfirmed sign-up straight away. Confirmed subscribers get a 10 percent discount once, on the next booking with this email address. We note which booking used the discount.

The basis is your consent. You can withdraw it at any time: every email contains an unsubscribe link. After you withdraw we send you no more newsletters. Your address stays marked as unsubscribed, so that the discount is not granted more than once. On request we delete it completely.

Website, server logs and partner badge

When you open the website, our server stores for a short time: IP address, time, requested page and browser type. We need this for security and to analyse errors. Retention: [DAUER LOGS] days.

We use no analytics, no advertising or tracking tools and no social media plug-ins. Fonts are served from our own server.

Partner badge: once a week our server calls the public website of a partner garage and checks that the badge link is there. No personal data is processed.

Cookies and local storage

We only use storage that the website needs to work. That is why we show no cookie banner.

If you only read the website or use the price calculator, you receive no cookie as long as you do not change the language.

You can block or delete cookies in your browser. Signing in does not work without the sign-in cookies.

Where the data is and who receives it

The website, the database and the file storage (self-hosted Supabase) run on our own server at Hetzner Online GmbH, data centre Helsinki, Finland. Our own n8n instance for automations, for example notifications to us, runs on a second server of ours at Hetzner in Falkenstein, Germany.

These recipients receive data as far as their task requires:

• the customer and the garage of the ride concerned: the report as a PDF
• Hetzner Online GmbH, Germany: operation of the server
• Amazon Web Services EMEA SARL, Luxemburg (Amazon SES, Rechenzentrum Frankfurt, Deutschland): delivery of our emails
• Anthropic PBC, USA: AI help in the report
• swisstopo, Switzerland: address search (only the typed text)
• swisstopo, Switzerland: map on the status page (IP address and part of the map, directly from your browser)
• HeiGIT gGmbH, Germany: distance and arrival time (coordinates only)
• Payrexx AG, Switzerland: online payment, when you use it
• Meta Platforms Ireland Ltd., with processing also in the USA: only if you use WhatsApp

Finland and Germany: the Swiss Federal Council recognises both as countries with adequate data protection (Art. 16 FADP).

USA: for disclosure to the USA we rely on the Swiss-U.S. Data Privacy Framework where the recipient is certified. Otherwise standard contractual clauses apply (Art. 16 and 17 FADP).

How long we keep data

• Photos: we delete them 12 months after the handover or after the cancellation. Exception: a dispute is open on the booking.
• Locations of the ride: we delete them 7 days after the handover.
• Report with the photo fingerprints, PDF and signature: we keep them as business records.
• Bookings and invoices: 10 years.
• Accounts: until they are closed.
• Newsletter: until you withdraw consent. After that only the unsubscribe mark is kept, until you ask us to delete it.
• Server logs: [DAUER LOGS] days.

Security

• Data is encrypted in transit (TLS).
• Access depends on the role. The database enforces it for every row (row level security).
• Photos and documents are in private storage. They can only be reached through short-lived signed links.
• We store original photos unchanged, together with their fingerprint.

No automated decisions, no profiling

We make no automated individual decisions within the meaning of Art. 21 FADP.

We calculate prices by fixed rules. Photo analysis is only an aid: a person confirms the result. We do no profiling.

If the GDPR applies to you

As far as the EU General Data Protection Regulation (GDPR) applies to you as a person in the EU, we rely on these legal bases:

• contract (Art. 6(1)(b) GDPR): booking, report, invoice and garage account
• legal obligation (Art. 6(1)(c) GDPR): keeping business records
• legitimate interest (Art. 6(1)(f) GDPR): evidence if there is a dispute and security of the website
• consent (Art. 6(1)(a) GDPR): newsletter and account of private customers

In that case you have the rights set out in Art. 15 to 22 GDPR.

Your rights

Under Art. 25 to 32 FADP you can:

• ask which data we process about you
• receive your data in a common electronic format or have it transferred to another provider
• have incorrect data corrected
• have data deleted, unless we are required to keep it
• object to the processing
• withdraw consent at any time

To do so, send an email to info@meinvalet.ch. We answer within 30 days and free of charge.

You can also contact the supervisory authority:

Changes to this notice

We update this notice when our service or the legal situation changes. The version on this page applies.