Privacy Policy – ISOCALCX

1. Data Controller

The party responsible for data processing on this platform is:

ISOCALCX

Alban Selimi

Address: Wiesentalstrasse 28, 8355 Aadorf, Switzerland

2. Scope

This privacy policy applies to the use of the ISOCALCX platform (hereinafter "platform"), a cloud-based SaaS solution for AI-powered analysis and calculation of insulation projects in the HVAC sector (heating, ventilation, air conditioning, sanitary).

3. Legal Basis

The processing of personal data is carried out on the basis of the Swiss Federal Act on Data Protection (DSG, revised as of 1 September 2023). Insofar as data of persons from the EEA is concerned, we also comply with the requirements of the EU General Data Protection Regulation (GDPR).

The legal bases for data processing are:

Contract performance: Processing for the fulfilment of the user agreement (Art. 31 para. 2 lit. a DSG)
Consent: For optional data processing such as analytics cookies (Art. 31 para. 1 DSG)
Legitimate interest: For improving and securing the platform (Art. 31 para. 2 lit. a DSG)

4. Data Collected

4.1 Contact and Access Data

Name, email address, company name
Login information (encrypted passwords)
Language settings and user preferences

4.2 Project Data

Uploaded PDF documents (specifications)
Extracted specification positions (materials, quantities, dimensions)
Price data and calculations
Generated quotations
Customer directory: names, addresses, email addresses, telephone numbers and correspondence language of your customers, several contact persons per customer (salutation, first and last name, function, email, telephone, mobile, note), as well as invoices and payment reminders
Project participants, if you record them: building owner (name, address) and construction management (company, person, telephone, email)
Handwritten signatures on acceptance reports and daywork reports, if captured on screen: image of the signature with name, function and date. The signature is retained and deleted together with the respective document and is not a qualified electronic signature
“Jarvis” assistant (only if your company management switches it on): your instructions and the answers, conversation history, prepared and executed steps, ratings, error list and company terms
Dealer access credentials (only if you set them up): user name, password and customer number for your dealer's price web service, stored encrypted

4.3 Technical Data

IP address, browser type, device information
Access time and pages visited
Error reports (Sentry, only with consent)

5. Purpose of Processing

Your data is processed for the following purposes:

Provision and operation of the AI-powered calculation platform
AI analysis of your specifications for position extraction
Price calculation and quotation generation
Retrieval of your personal purchasing prices from your dealers (IGH ikk) if you set up a dealer access
Sending of invoices and payment reminders to your customers if you trigger it
Import of address lists (Excel, CSV or PDF) into your customer directory if you upload a file
Carrying out your typed instructions through the “Jarvis” assistant if your company management has switched it on
Capture of handwritten signatures on acceptance reports and daywork reports
User account management and authentication
Technical support and communication
Improvement and further development of the platform
Billing and payment processing

6. AI Processing

ISOCALCX uses artificial intelligence (AI) to automatically analyse specifications and extract insulation positions. The following applies:

Processing location: The AI evaluation of uploaded tenders/bills of quantities (PDF analysis) and the “Jarvis” assistant are carried out by Anthropic PBC in the USA (see section 8). The chat/support assistant, photo evaluation (take-off), price list import and address list import run via AWS Bedrock in the EU (Frankfurt, failover region Ireland). Documents are transmitted in encrypted form.
Data minimisation (pre-filter as TOM): Before any AI processing, the uploaded document passes through a rule-based pre-filter (deterministic, NO AI). It identifies only pages with HVAC/insulation positions via keywords and regex patterns. Building owner information, competitor positions, general contractual terms and non-relevant content are excluded by the filter and not transmitted to the AI model. This technical and organisational measure (TOM) implements the data minimisation principle pursuant to Art. 6 para. 3 revFADP / Art. 5 para. 1 lit. c GDPR. The pre-filter does not apply to the import of address lists (see section 8, AWS Bedrock).
No training use: Your project data is not used for training AI models (for Anthropic, in accordance with Anthropic's commercial terms).
Retention period: AI intermediate results are deleted after the analysis is completed. Only the final positions are stored.
Right to human review (Art. 22 GDPR): You have the right under Art. 22 para. 3 GDPR to request human review of AI results. AI results merely constitute decision support — final responsibility lies with the user (plausibility check obligation pursuant to T&Cs sec. 9.3).

7. Cookies

The platform uses the following cookie categories:

Technically necessary cookies

These cookies are required for the operation of the platform and cannot be deactivated. They consist solely of the sign-in cookies: access token (valid 15 minutes) and refresh token (valid 7 days), both set as HttpOnly cookies. Language setting, display mode and your consent decision are not stored in cookies but in your browser’s local storage. After sign-in, a cache containing your name, email address, role and company is also stored there so the interface can display this information on every page change without fetching it again. It is deleted on sign-out. A complete list of all entries is available on the cookie page.

Optional error telemetry

We use no analytics cookies, no marketing cookies and no performance trackers. The only optional element is anonymised error telemetry (Sentry): it is loaded only after your explicit consent, transmits technical error reports without your content, and can be withdrawn at any time via the cookie banner.

8. Third-Party Providers

For the operation of the platform, we work with the following data processors. Data Processing Agreements (DPA pursuant to Art. 28 GDPR / Art. 9 revFADP) are maintained or being concluded with these providers:

AWS Bedrock — AI for chat, photo evaluation, price lists and customer import (EU Frankfurt, failover region Ireland)

For the chat/support assistant, photo evaluation (take-off), price list import and the import of address lists into your customer directory, we use Anthropic Claude family generative language models via AWS Bedrock in the EU region Frankfurt (eu-central-1). The relevant content is transmitted in encrypted form to AWS servers in the EU. Should the Frankfurt region fail, processing moves automatically to the second EU region Ireland (eu-west-1), so processing for these functions remains inside the EU in either case and no transfer to the USA is involved. When address lists are imported, Excel and CSV files as well as PDFs with a recognisable table are read without AI; only for other PDFs (at most 20 pages) is their text (for scanned PDFs, the file itself) passed to the language model. ISOCALCX does not store the file; the result of a PDF reading is kept in working memory for up to 30 minutes and enters your customer directory only after your confirmation. The AI evaluation of uploaded tenders does not run via AWS Bedrock but directly at Anthropic (see next section). DPA pursuant to Art. 28 GDPR signed. Processing is carried out in a GDPR-compliant manner in accordance with the AWS Privacy Notice.

Anthropic (AI evaluation of tenders and “Jarvis” assistant, USA)

The AI evaluation of uploaded tenders/bills of quantities (PDF analysis) is performed with the Claude Sonnet 5.5 language model directly via the API of Anthropic PBC. For this purpose, the tender content to be analysed is transmitted in encrypted form to Anthropic in the USA. The “Jarvis” assistant also runs via the Anthropic API, with the Claude Haiku 5.5 or Claude Sonnet 5.5 language models, if your company management has switched it on. In this case, your typed instruction, the history of the current conversation, information on the open page, the company terms confirmed by your management and the data the assistant reads from your account for the instruction (e.g. projects, items, customers and contact persons with contact details, quotations, invoices and payment reminders) are transmitted in encrypted form to Anthropic in the USA. The assistant does not pass on uploaded documents. It carries out changes only after your confirmation, and steps with a financial effect or e-mail dispatch only after explicit confirmation. As a fallback, ISOCALCX may operate the assistant via AWS Bedrock in the EU. The transfer is based on the Standard Contractual Clauses (SCC) or a recognised adequacy framework (Art. 46 GDPR / Art. 16 revFADP). In accordance with Anthropic's commercial terms, this content is not used to train the models. For the other AI functions, a direct connection to Anthropic is only configured as a technical emergency fallback, disabled by default, in the event of a total outage of all EU Bedrock regions. More information at anthropic.com/legal/privacy.

AWS speech services — voice input (Amazon Transcribe, Frankfurt) and natural voice (Amazon Polly, Zurich)

Dictating to and listening to Jarvis use Amazon Web Services EMEA SARL. Voice input: your recording is transmitted in encrypted form to Amazon Transcribe in Frankfurt (eu-central-1) and converted to text; the audio is not stored and the recognised text only goes back to your browser. Natural voice: only if your company management has switched it on, the text of the answer to be read aloud is transmitted sentence by sentence in encrypted form to Amazon Polly in Zurich (eu-central-2, Switzerland) and converted to speech. ISOCALCX does not log this text; the audio is cached in the server’s working memory at most until the next restart. Without this setting Jarvis speaks with your device’s voice and nothing is transmitted. Only count and cost values are stored, never audio or text.

Infomaniak (Server and Database Hosting, Switzerland)

The platform and its database are hosted by Infomaniak Network SA in Switzerland. All account and project data is stored exclusively on servers in Switzerland. DPA pursuant to Art. 28 GDPR / Art. 9 revFADP signed. More information at infomaniak.com/en/legal/privacy-policy.

Stripe (Payment Processing)

Stripe Payments Europe Ltd. (Ireland, EU) is used for payment processing. Stripe processes credit card data directly — this data is never stored on our servers. As Stripe has a US parent company (Stripe Inc.), data transfer to the USA takes place via the EU-U.S. Data Privacy Framework (DPF) pursuant to Art. 46 GDPR plus Standard Contractual Clauses (SCC). DPA pursuant to Art. 28 GDPR signed. More information at stripe.com/privacy.

Brevo (Email Delivery)

For sending system emails (registration, password reset, notifications) as well as the invoices and payment reminders that you send to your customers, we use Brevo (formerly SendInBlue). Your email address and name are transmitted; when invoices are sent, the address of the recipient and of any recipients in copy as well as the text and attachment of the email are also transmitted. DPA pursuant to Art. 28 GDPR signed. More information at brevo.com/legal/privacypolicy.

Dealers (purchasing prices according to IGH ikk, only at your initiative)

If you set up a dealer access in the Prices area, ISOCALCX retrieves your personal purchasing terms from the chosen dealer on your behalf: from ISO-CENTER AG via its IGH web service, from other dealers such as Debrunner Acifer by importing the ikk file that you obtain from the dealer yourself and upload. For the web service retrieval, the access credentials you have stored are transmitted in encrypted form (HTTPS) to the dealer's web service. The dealer is not our data processor but your own contractual partner; its privacy policy applies to its data processing. In addition, ISOCALCX downloads the dealer's public article catalogue from igh.ch; no personal data is transmitted in the process.

Data Processing Agreement (DPA)

For B2B usage, the separately concluded data processing agreement applies (see /avv). The DPA governs the legal obligations between you as the controller and ISOCALCX as the processor in detail.

9. Retention Period

Personal data is only stored for as long as is necessary for the fulfilment of the contractual purpose or compliance with statutory retention obligations:

Account data: For the duration of the contractual relationship plus statutory retention periods (up to 10 years)
Project data: For the duration of the contractual relationship; within 30 days after account deletion
Uploaded PDF documents: Uploaded raw PDF files are automatically deleted from the filesystem no later than 3 months (90 days) after AI analysis completes (data minimisation per Art. 5(1)(c) GDPR / Art. 6(4) revFADP). The structured analysis results (positions) remain in the database until manually deleted by the customer, no later than 30 days after contract end.
Bedrock AI inference: 0 seconds (no logging enabled, no storage at AWS)
Anthropic API (AI evaluation of tenders, “Jarvis” assistant): Retention of the transmitted content at Anthropic in accordance with Anthropic's commercial terms and privacy policy; no use for training
Backup copies: The database is backed up daily. Backup copies are not edited individually but expire: each backup is automatically deleted and overwritten no later than 30 days after it was created. During that period, backups are used solely to restore service after a fault and for no other purpose. If a backup has to be restored, any deletion carried out beforehand is executed again immediately after the restore.
Billing data: 10 years (statutory retention obligation)
Log data: Security logs of login events including IP address: 30 days. Server and error logs: 30 days at most.
Dealer access credentials: Until you remove the access. When the module is cancelled they are deleted immediately; after the end of the subscription, at the latest in the next daily clean-up run. Logs of price retrievals: 12 months.
“Jarvis” assistant: Instructions, answers and the content of prepared steps: 90 days, then cleared. Error list entries: 180 days. Ratings: 1 year. In the error list and in company terms, e-mail addresses, telephone numbers and IBANs are made unrecognisable before storage.

10. Your Rights

You have the following rights regarding your personal data:

Right of access: You may request information about your stored data at any time.
Right of rectification: You may request the correction of inaccurate data.
Right of deletion: You may request the deletion of your data, provided no statutory retention obligations apply. You can delete your account at any time in the settings under "Delete account". You have the choice between immediate deletion, a 30-day grace period, or anonymisation of your data. In the case of anonymisation, your e-mail address is irreversibly replaced via SHA-256 hash (format: hash@anonymized.local); any link back to you is then technically impossible.
Data portability: You may request the release of your data in a common, machine-readable format. You can export your data at any time via your user account under Settings > Privacy as a JSON file.
Right to object: You may object to the processing of your data.
Withdrawal of consent: You may withdraw granted consents at any time.
Right to human review: Right to human review of automated decisions (Art. 22 para. 3 GDPR).

We will process your request within 30 days of receipt. In exceptional cases, the deadline may be extended by up to 60 days; in such cases we will inform you in writing.

To exercise your rights, please contact us at: Kontakt aufnehmen

11. Data Security

We take appropriate technical and organisational measures to protect your data, in particular:

Encryption of data transmission (TLS/SSL)
Encrypted storage of sensitive data (passwords via Argon2)
Access control and authentication (JWT)
Regular security updates and monitoring
Access restriction based on the principle of least privilege
Data minimisation via rule-based pre-filter (see section 6) — AI processing exclusively of relevant pages
Encrypted storage of dealer access credentials (AES-256-GCM); the password is never displayed and is redacted in logs

12. Supervisory Authority

The competent data protection supervisory authority is the Federal Data Protection and Information Commissioner (FDPIC):

EDÖB / PFPDT / IFPDT

Feldeggweg 1

3003 Bern

Switzerland

www.edoeb.admin.ch

You have the right to lodge a complaint with the supervisory authority if you believe that the processing of your data violates data protection regulations.

13. Reporting of Data Breaches

In the event of a data breach that is likely to pose a high risk to the rights and freedoms of affected persons, we will inform the affected users immediately by email and the FDPIC in accordance with Art. 24 DSG.

14. Changes to this Privacy Policy

We reserve the right to update this privacy policy at any time in order to adapt it to changed legal situations or changes to the platform. The current version is always available on this page. In the event of significant changes, we will inform registered users by email.