Definitions
The following definitions clarify terms used in this Privacy Policy and the scope of our processing activities with respect to real estate transaction documentation and related services.
Data Collection
We collect personal data both directly from users and automatically during service use. The scope of data collected reflects the practical requirements of executing a property transaction and complying with applicable legal obligations such as anti-funds laundering and land registry rules.
Data Provided by Users
Information you submit to ImmoTopAkt when initiating a transaction, requesting documents, or communicating with our team. This data is necessary to prepare and process transaction documentation accurately.
- Full name, date of birth and contact details (phone number and email address).
- Property details, address, cadastral identifiers and related ownership information.
- Copies of identification documents, proof of ownership, power of attorney and notarised forms when required.
- Payment and billing information needed for invoicing and payment reconciliation.
- Transaction-specific documents such as sale agreements, mortgage documents and declarations required by public authorities.
- Communications and case notes platform with our team, including instructions and confirmations relevant to the transaction.
Automatically Collected Data
When you interact with ImmoTopAkt.pro we automatically collect technical and usage data to operate the service securely and to improve performance and user experience.
- IP address, device type and browser version used to access the site.
- Usage logs, timestamps and pages accessed within ImmoTopAkt.pro.
- Technical identifiers such as cookies and other session identifiers.
- Performance and error reports related to the service.
- Geographic data derived from IP addresses necessary for compliance checks and regional routing.
- Analytics data used to measure and improve portal functionality and document workflows.
Third-Party Sources
We may receive or verify certain data from third parties when it is necessary to complete a transaction or to comply with legal obligations.
- Public registers and land registry data required to confirm ownership and encumbrances.
- Identification and verification services used for anti-funds laundering and customer due diligence.
- Professional advisors, notaries, banks and escrow agents involved in the transaction process.
Purposes of Processing
We process personal data for specific, documented purposes listed below. Processing is limited to what is necessary for each purpose.
- To prepare, review and deliver transaction documentation necessary for sale, purchase or transfer of real estate.
- To verify identity and carry out due diligence required by Swiss law and relevant canton regulations.
- To communicate with parties involved in the transaction, including notaries, banks and public authorities.
- To manage billing, payments and accounting related to our services.
- To maintain secure access to the ImmoTopAkt.pro portal and to protect against fraud and misuse.
- To improve our services through analytics and performance monitoring without excessive profiling.
- To comply with legal obligations such as tax reporting, anti-funds laundering and public registry submissions.
- To respond to legal requests and to defend the legal interests of ImmoTopAkt where necessary.
Legal Bases for Processing
Where applicable, we rely on one or more lawful bases to process personal data, depending on the purpose and the user’s relationship with ImmoTopAkt.
- Performance of a contract: processing necessary to provide the requested transaction documentation and related services.
- Legal obligation: processing required to meet regulatory obligations such as anti-funds laundering checks or land registry filings.
- Consent: where applicable for optional communications or marketing and where consent has been freely given.
- Legitimate interests: processing for fraud prevention, platform security and operational improvement, balanced against data subject rights.
Rights Under GDPR and Comparable Regulations
For users located in the European Economic Area, the UK or other jurisdictions with equivalent data protection laws, the following rights are available in addition to any rights provided under Swiss law.
- Right of access: request confirmation and a copy of personal data we hold about you.
- Right to rectification: request correction of inaccurate or incomplete data.
- Right to erasure: request deletion of personal data when retention is no longer necessary or permitted.
- Right to restriction of processing: request temporary limitation of how we use your data in certain circumstances.
- Right to data portability: request transfer of your data to another controller when technically feasible.
- Right to object: object to processing based on legitimate interests or for direct marketing purposes.
Cookies and Similar Technologies
We use cookies and similar technologies to enable core functionality of the portal, to enhance security and to obtain analytics about platform use. Cookies help us manage user sessions and preferences and to improve service reliability.
Technical cookies enable essential functionality and security. Preference cookies store user settings. Analytics cookies collect aggregated usage data. Marketing cookies are not used without explicit consent.
Categories used on ImmoTopAkt.pro: necessary, preferences, analytics. Marketing cookies are only active if you explicitly opt in via the cookie banner.
You can manage cookie preferences through the cookie banner on the site or via your browser settings. Disabling certain cookies may affect the availability or performance of some portal features.
View our detailed cookie policy on ImmoTopAkt.pro for configuration options and a full list of cookies used.
Data Sharing and Disclosure
We share personal data only with partners and service providers necessary to fulfil transaction tasks or to comply with legal obligations. Such partners are contractually required to protect data and may only process it according to our instructions.
- Notaries and legal representatives to finalise and register transaction documents.
- Banks and payment processors for payment handling, escrow and mortgage coordination.
- Public authorities and land registries for registration and statutory reporting.
- Verification and identity-check providers used for anti-funds laundering compliance.
- Professional advisors and auditors engaged to support transaction execution or compliance reviews.
- Technical service providers supporting hosting, storage and analytics under contractual confidentiality and security measures.
International Transfers
Personal data processed by ImmoTopAkt may be transferred to jurisdictions outside Switzerland when necessary to perform services or where third-party providers operate. Transfers are performed in accordance with applicable law and only with safeguards in place.
When transfers cross borders, we rely on adequacy decisions, standard contractual clauses, or binding corporate rules where appropriate, and we assess the risks and contractually require equivalent protection with international partners.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described, to meet legal obligations, and to resolve disputes or enforce agreements.
Account and transaction records are retained in accordance with Swiss commercial and tax law and for the time necessary to support potential audits or legal claims related to the transaction.
Communications with our team and messages related to a specific transaction are retained for the duration of the transaction and for a reasonable period afterwards to handle follow-up enquiries or regulatory requirements.
System logs and security records are retained for a limited period to support incident response and fraud detection, typically in line with internal retention schedules and legal obligations.
When retention periods expire or when deletion is requested and permitted by law, we will delete or anonymise personal data in a secure manner, unless continued retention is required for legal or regulatory reasons.
Security Measures
We apply organisational and technical measures appropriate to the risks associated with processing transaction-related personal data. Measures are designed to protect confidentiality, integrity and availability of personal data and to reduce the risk of unauthorised access or disclosure.
- Encryption in transit (TLS) and at rest for sensitive documents and communications.
- Role-based access controls, multi-factor authentication for administrative access and secure key management.
- Regular security assessments, software updates, logging and incident response procedures.
User Rights and How to Exercise Them
Individuals whose personal data we process have rights to access, correct, restrict or delete their data, and to object to certain processing. Requests will be handled in accordance with applicable law and verified to protect privacy and security.
- To exercise your rights or for privacy enquiries, contact ImmoTopAkt at Bodengässli 5, 8104 Weiningen (Zürich), Switzerland, by email via [email protected] or by calling +41767330624. We aim to respond promptly and within the timeframes required by applicable law.
- Request a copy of personal data we hold about you in a structured, commonly used electronic format for portability and review.
- Request correction of inaccurate or incomplete personal information maintained by ImmoTopAkt to ensure records reflect current and correct details.
- Request restriction of processing where you contest accuracy, dispute lawfulness, or object to further processing pending assessment.
- Object to processing of personal data for direct marketing purposes or any processing based on legitimate interest where you believe your interests override our purposes.
- Request erasure of personal data where retention is no longer necessary for the purposes collected, subject to statutory and contractual retention obligations.
- Withdraw consent at any time for processing activities that rely on your consent; withdrawal does not affect processing carried out prior to the withdrawal.
- Lodge a complaint with a supervisory authority in Switzerland if you consider our processing of your personal data infringes data protection law.
How to exercise your data subject rights
To exercise any of your rights under data protection law, submit a written request to ImmoTopAkt using the contact details below. Provide sufficient information to identify yourself and specify the right you wish to exercise and the scope of your request. We may request identity verification to protect your data. Requests are handled in line with applicable legal requirements and ImmoTopAkt procedures.
We will acknowledge receipt within 7 calendar days and respond substantively within 30 calendar days of verification. Complex requests may require an extension; we will notify you if additional time is necessary.
Marketing communications and your choices
ImmoTopAkt may send you marketing communications about services, legal updates, and documentation templates relevant to real estate transactions only where you have expressly consented or where permitted by law. Communications will be limited to the scope you have agreed to and will be relevant to real estate transaction documentation and related professional services.
You can opt out of marketing communications at any time by following the unsubscribe link in any marketing email or by contacting us directly at the address below. Opting out will not affect transactional messages related to services you have engaged us to provide.
Children's personal data
ImmoTopAkt does not target services to minors and does not knowingly collect personal data from children under the age of 16 without parental consent. If we become aware that we have collected personal data from a minor without appropriate consent, we will take steps to delete that data in accordance with applicable law.
Links to third-party websites
Our website and communications may contain links to third-party websites or services. ImmoTopAkt is not responsible for the privacy practices or content of those third parties. We recommend reviewing the privacy policies of any third-party sites you visit.
Changes to this privacy notice
ImmoTopAkt periodically reviews and, where necessary, updates this privacy notice to reflect legal, technical, or business developments. The version date is indicated on this page. Material changes will be communicated on the website or by direct communication when appropriate.