Privacy Policy

Solutio ManagementEffective date: 3 November 2026
Version: 1.0
Applicable jurisdiction: Switzerland

1. Introduction

Solutio Management ("SM", "we", "us" or "our") respects your privacy and is committed to handling personal information responsibly, securely and transparently.This Privacy Policy explains how personal data is collected, used, stored, disclosed and protected when you:

• Visit our website.
• Contact us by email, telephone or WhatsApp Business.
• Submit an enquiry or client onboarding questionnaire.
• Request or receive administrative services.
• Communicate with us as a client, supplier or other business contact.

We process personal data in accordance with applicable Swiss law, including the Swiss Federal Act on Data Protection (FADP/nLPD) and the Data Protection Ordinance (DPO/OPDo).

2. Data Controller and Contact Details

This website and the Solutio Management business are operated by: Hayne Business Solutions
Trading as: Solutio Management
Legal form: Sole proprietorship (raison individuelle)
Owner and operator: Sandra Hayne
Contact us using the Contact form

Hayne Business Solutions is responsible for determining how and why personal data is processed in connection with its own website, client enquiries, onboarding administration and business management. When SM processes personal data solely on behalf of a client through that client's business systems, the respective responsibilities of SM and the client are determined by the nature of the processing and the applicable service agreement. For privacy-related questions or requests, please contact us using the details above.

3. Personal Information We Collect

Depending on your interaction with SM, we may collect the following categories of information.

3.1 Personal and contact information

• First name and surname.
• Business or trading name.
• Postal and business addresses.
• Professional email address.
• Professional mobile and telephone numbers.
• Preferred language.
• Information contained in enquiries or correspondence.

3.2 Business and administrative information

For onboarding and service delivery, we may collect:

• Description of your professional activity.
• Business commencement date.
• Legal form and business registration status.
• Business identification number (IDE/UID), where applicable.
• AVS/AHV registration status and information required to prepare administrative applications.
• VAT/TVA registration status, where applicable.
• Business bank account details, including IBAN.
• Business invoicing and payment preferences.
• Information concerning customers, suppliers and commercial transactions.
• Business receipts, invoices and other supporting administrative records.
• Information necessary to configure Bexio Advanced and related administrative tools.

We collect information relevant to the services requested and seek to avoid unnecessary personal data.

3.3 Website and technical information

When you access our website, our hosting infrastructure and any enabled website services may process technical information such as:

• IP address.
• Date and time of access.
• Browser type and operating system.
• Pages requested and technical errors.
• Information necessary for website security and operation.

Additional information may be collected through cookies or other technologies, as explained in Section 10.

3.4 Information received from third parties

Where necessary for an agreed administrative service, SM may receive information from clients, their authorised representatives, service providers or relevant authorities.We process such information only for appropriate business or administrative purposes, subject to applicable confidentiality and data-protection obligations.

4. Purposes of Processing

We collect and process personal information for the following purposes:

Enquiries and communication

To respond to questions, provide information about our services, arrange consultations and maintain business correspondence.

Client onboarding

To assess business requirements, verify information provided, prepare service proposals and establish the administrative arrangements required for onboarding.

Self-employed recognition support

To prepare and organise administrative information and supporting documentation for applications for recognition as self-employed with the appropriate Swiss AVS compensation fund. The final application and recognition decision remain subject to the relevant authority's procedures and requirements.

Bexio configuration and administration

To configure and administer client-owned Bexio Advanced environments, including business details, invoice templates, document organisation and compatible bank integrations.

Administrative service delivery

To organise documents, process agreed administrative records, prepare invoices, reconcile business information and perform other services within the agreed scope.

Business management

To manage contracts, service subscriptions, invoicing, accounting records and communications relating to our own business.

Security and legal obligations

To protect our systems, prevent misuse, maintain appropriate business records and comply with applicable legal obligations. We do not use client financial or administrative information for unrelated purposes without an appropriate basis and the necessary transparency.

5. Client Onboarding Through Google Forms

SM may use Google Forms to collect information required for client onboarding. Depending on the selected service, the questionnaire may request business details, professional contact information, self-employment recognition information, invoicing preferences and bank account details. Responses may be recorded in Google Forms and a linked Google Sheets document. These systems are used to organise onboarding information and identify outstanding administrative requirements. Access to onboarding responses is restricted to persons authorised by SM, subject to the access permissions and security measures implemented. We do not request online banking passwords, Bexio passwords, authentication codes or payment authorisation credentials through Google Forms. Where identity documents or other sensitive supporting records are required, separate submission instructions will be provided. oogle may process information in countries outside Switzerland. Further information on international data processing is provided in Section 11.

6. Client-Owned Bexio Accounts

SM uses Bexio Advanced as its recommended platform for delivering administrative services. Clients contract with Bexio directly and retain control of their subscriptions, business records and access permissions. Where applicable, SM accesses the client's Bexio environment through authorised delegated access. Information processed within Bexio may include invoices, customer and supplier details, receipts, business transactions and banking reconciliation information.SM only processes this information for the agreed administrative purposes. The client's use of Bexio is also governed by Bexio's applicable contractual and privacy provisions. Clients retain responsibility for their own banking credentials and for authorising and executing bank payments.

7. Communication Through Email, Telephone and WhatsApp

Clients and prospective clients may contact SM through email, telephone or WhatsApp Business.We may process names, contact details, message contents, documents and other information voluntarily provided through these communication channels.WhatsApp Business is operated by a third-party provider and may involve processing of information outside Switzerland.Although we may use WhatsApp Business for routine communications, clients should not send passwords, authentication codes or sensitive identification documents through ordinary messaging channels.Where more secure handling is appropriate, SM will provide alternative submission instructions.We do not add clients to promotional messaging lists solely because they have contacted us or submitted an onboarding questionnaire.

8. Sharing Information With Third Parties

We do not sell personal information.Where necessary, information may be disclosed to the following categories of recipients:

• Website hosting and technical service providers.
• Cloud software and document-management providers, including Google where used.
• Bexio and other digital administration platforms used for agreed services.
• Email and communication providers.
• Relevant banks or payment service providers where integration is authorised and technically supported.
• Swiss public authorities, including AVS compensation funds, where required for an agreed administrative process or by law.
• Independent fiduciaries, accountants or other qualified professionals where the client has authorised the relevant transfer.
• Professional advisers or competent authorities where disclosure is legally required or otherwise permitted.

Information is shared only where appropriate for the relevant purpose.Third-party providers may act as processors on behalf of SM or as independent controllers, depending on their role and the applicable contractual arrangements.

9. Confidentiality and Information Security

SM implements technical and organisational measures appropriate to the nature of the personal data processed and the associated risks.Such measures may include:

• Password-protected accounts.
• Multi-factor authentication where available.
• Restrictions on access to client information.
• Delegated Bexio access rather than password sharing.
• Appropriate controls for storing and sharing documents.
• Secure handling of business correspondence and records.
• Review and removal of access permissions when no longer required.
• Procedures for responding to suspected data-security incidents.

No electronic storage or communication system can be guaranteed to be entirely free of security risks.In the event of a personal-data security breach, SM will assess the incident and take the measures required under applicable Swiss data-protection law, including notification where legally required.

10. Cookies, Website Analytics and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, security and user preferences. Depending on the website configuration, these technologies may include:

Essential technologies

Technologies required for the website to operate, maintain security or remember necessary technical settings.

Analytics technologies

Technologies used, where enabled, to understand website usage and improve content or performance.

Third-party content

Certain external services, embedded media or links may involve processing by third-party providers.We will provide appropriate information about the technologies actually used and, where required, offer relevant choices or obtain consent.Visitors may also manage certain cookies through their browser settings.

Website cookie and analytics configuration: TBC

11. International Data Transfers

SM operates in Switzerland but may use service providers whose technical infrastructure, support operations or data-processing activities involve other countries. This may include cloud software, website hosting, email services, Google Forms, Google Sheets, WhatsApp Business and other third-party platforms. Where personal information is disclosed outside Switzerland, SM will assess and apply the safeguards required under Swiss data-protection law. Depending on the destination and the circumstances, these may include recognition of an adequate level of data protection, appropriate contractual safeguards or another legally permitted transfer mechanism.

Countries involved and applicable safeguards: Information on relevant international disclosures may be updated as providers or processing arrangements change.

12. Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected, subject to applicable legal, contractual or legitimate administrative requirements. Retention may vary depending on the category of information. 

Website enquiries

Enquiry information is retained for the period reasonably necessary to respond and manage related correspondence.

Prospective-client onboarding

Information submitted by prospective clients who do not proceed with services is retained only for an appropriate, defined period, unless a longer period is justified.

Active-client records

Client information is retained as necessary to deliver services, manage the contractual relationship and meet applicable obligations.

Business and accounting records

Records subject to statutory retention requirements are preserved for the legally required period. Certain Swiss business and accounting records may be subject to a ten-year retention period.

Retention schedule: When information is no longer required, it will be deleted, anonymised or otherwise handled in accordance with applicable legal requirements.

13. Your Data Protection Rights

Subject to applicable Swiss law, you may request:

• Information about whether SM processes personal data concerning you.
• Access to your personal information.
• Correction of inaccurate personal information.
• Deletion of personal information where legally applicable.
• Withdrawal of consent where processing is based on consent.
• Objection to certain processing activities or other remedies available under applicable law.
• Delivery or transfer of personal data in circumstances covered by the relevant statutory requirements.

Certain requests may be subject to legal exceptions or restrictions, including statutory record-retention obligations. To exercise your rights, please contact:

info[at]solutiomanagement.ch

We may request information reasonably necessary to verify your identity before responding.

14. Children's Personal Information

SM's services are intended primarily for adults operating or establishing professional activities. We do not intentionally design our website or onboarding questionnaires to collect personal information directly from children. Where information concerning minors is legitimately required as part of an agreed administrative process, it will be handled in accordance with applicable data-protection requirements and with appropriate care.

15. Automated Decision-Making

SM does not currently intend to use automated individual decisions producing legal effects or similarly significant consequences for individuals through its website or client onboarding questionnaires. Google Forms may automatically route questions according to the answers selected by respondents. This routing is used to simplify the questionnaire and does not itself constitute a decision about an individual's legal rights. If SM introduces automated decision-making subject to specific statutory information obligations, this policy and the relevant procedures will be reviewed accordingly.

16. External Websites and Services

Our website may contain links to external platforms, including Bexio, government websites and other third-party resources. SM does not control the independent privacy practices of those providers.Visitors should review the relevant privacy notices and terms before providing personal information to third-party services.

17. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technologies, business operations or legal requirements. The current version will be available on our website and will indicate its effective date. Where appropriate or legally required, additional notice will be provided concerning material changes to the processing of personal information.

18. Contact and Supervisory Authority

For enquiries concerning personal information processed by SM, please contact:

Solutio Management
Hayne Business Solutions
Owner and operator: Sandra Hayne
Use the contact form to get in touch

The Swiss Federal Data Protection and Information Commissioner (FDPIC/PFPDT) is the competent federal supervisory authority for matters within its remit under the Federal Act on Data Protection.Website: https://www.edoeb.admin.ch

Solutio Management
Focus on Your Work. We Handle the Paperwork.

Privacy Policy – Version 1.0 | 3 November 2026