Privacy Policy

This Privacy Policy explains which personal data Trembley et Burgermeister SA, the company that operates Filetable, processes, for what purposes, where it is stored, how long it is kept and which rights you have. It is intended to meet the information requirements of Article 19 of the Swiss Federal Act on Data Protection (FADP) and Articles 13 and 14 of the EU General Data Protection Regulation (GDPR).

Version 1.9 — effective 2026-10-14

1. Controller and contact

Trembley et Burgermeister SA, operating Filetable Chemin de l'Epinglier 4, 1242 Satigny, Canton of Geneva, Switzerland Business identification number (UID): CHE-101.917.143

In this Privacy Policy, "we" and "us" — and "Filetable" where it refers to a company rather than to the service — mean Trembley et Burgermeister SA as operator of the Filetable service. If the operation of Filetable is transferred to another company, you will be informed in advance, as set out in section 13.

Privacy questions and data subject requests, including a copy of your data and the deletion of your account: privacy@filetable.com
Contracts and legal notices: legal@filetable.com
Security reports and vulnerability disclosure: security@filetable.com

Filetable has not appointed a Data Protection Officer. Appointing a data protection advisor is optional under Article 10 FADP, and the conditions of Article 37(1) GDPR are not met. Requests sent to privacy@filetable.com are handled by the company's management.

Filetable will appoint a representative in the European Union under Article 27 GDPR before offering its services to customers established in the EU. The representative's contact details will be published in this section.

2. Controller and processor roles

Filetable processes personal data in two capacities.

Filetable is the controller for personal data it processes in connection with its own relationship with you: when you visit the website, create an account, join a workspace, pay for a subscription, contact us or join the waiting list. This Privacy Policy applies to that processing.

Filetable is a processor for personal data contained in customer content: documents uploaded to a workspace, data extracted from them, email sent to a workspace's inbound address, and file and folder names. The customer determines the purposes and means of that processing, and Filetable processes such data only on the customer's documented instructions. That processing is governed by the Data Processing Agreement (/legal/dpa) and by the customer's own privacy notice.

If your personal data appears in a document processed by an organisation using Filetable and you wish to exercise your rights, please contact that organisation. If you contact us, we will forward your request to the customer where we can identify it.

3. Personal data we process as controller

The table below sets out the categories of personal data we process as controller, the purposes, and the legal basis under the GDPR. Under the FADP, processing by a private person does not require a legal basis; the purposes below also serve as the information required by Article 19 FADP.

Payment card details are entered directly with Stripe and never reach our systems.

Customer documents may contain special categories of personal data within the meaning of Article 9 GDPR and sensitive personal data within the meaning of Article 5 let. c FADP, such as health, payroll or financial information. The customer, as controller, is responsible for having a valid legal basis for such processing. Filetable applies the same security measures to all files: per-file encryption, granular permissions and access logging.

Data	Purpose	Legal basis (GDPR)
Account and identity: name, email address, password hash, language, workspace memberships and roles; if you sign in with Google, the account identifier and authentication data provided by Google	Creating and managing your account, applying permissions	Art. 6(1)(b) (contract)
Authentication: session cookie, sign-in and sign-out events, IP address and user agent at sign-in, password reset tokens	Signing you in, securing your account, preventing abuse	Art. 6(1)(b) and 6(1)(f) (legitimate interest)
Workspace and organisation data: file and folder names, table structure, activity and change history; organisation profile provided during setup or retrieved from public sources	Operating the service and displaying its history	Art. 6(1)(b); for individuals named in customer content, see section 2
Uploaded documents, extracted values and the associated AI processing records	Extraction, matching, document generation and search	Art. 6(1)(b) towards the customer; processor role towards the individuals concerned
Email sent to a workspace address: sender address, headers, content and attachments	Providing the inbound email feature; rejecting and recording email from unrecognised senders	Art. 6(1)(b) and 6(1)(f)
Correspondence with our support, legal, privacy and security addresses	Answering your requests and keeping a record of them	Art. 6(1)(b) and 6(1)(f)
Billing: name, billing address, VAT number, plan, invoices, payment status	Invoicing and accounting	Art. 6(1)(b) and 6(1)(c), with Article 958f of the Swiss Code of Obligations (CO)
Product analytics (planned, not yet active): pseudonymous usage events keyed to user and workspace identifiers, collected on our servers only, without document content, file names or email addresses	Understanding how the service is used and improving it	Art. 6(1)(f) (legitimate interest)
Security and audit events: access, changes, exports, permission changes and staff access	Demonstrating that data was processed as intended; investigating incidents	Art. 6(1)(f), recital 49; Article 4 of the Swiss Data Protection Ordinance (OPDo) where applicable
Infrastructure logs: IP address, request path, response times, error traces	Operating and protecting the service	Art. 6(1)(f), recital 49
Marketing emails: email address and record of consent	Sending the information you requested	Art. 6(1)(a) (consent); Article 3(1)(o) UCA
Waiting list: email address, the account and workspace from which you signed up, where the sign-up came from, any note you add, your language and the date	Telling you when paid plans become available to your workspace	Art. 6(1)(b) (steps taken at your request before entering into a contract)
Cookie preferences: the random identifier in the consent cookie, the categories accepted or refused, the date, the policy version, the language and the page	Applying your choice and being able to demonstrate it	Art. 6(1)(c) in conjunction with Art. 7(1)

4. Where data is stored and processed

Storage in Switzerland. Documents and the application database, with its backups, are stored in Switzerland, on Microsoft Azure (Zurich region). Database backups expire after 35 days. Transactional email is sent from Switzerland (Zurich region) by Amazon Web Services.

Processing by our sub-processors. Personal data may otherwise be processed by the sub-processors named on our sub-processor list (/legal/subprocessors), in the countries stated there for each: Switzerland, the European Union and the European Economic Area (EU/EEA), the United States and other countries where these providers operate. To read documents, Filetable uses one or more of the AI providers on that list — Anthropic (Claude), Google (Gemini), Microsoft, Mistral AI and OpenAI (GPT) — and may route any task to any of them. Where a provider offers processing in Europe, we currently prefer it; this describes our practice and is not a commitment as to where processing takes place.

International transfers. The EEA states are on the list of countries with adequate data protection maintained by the Swiss Federal Council under Article 16(1) FADP; transfers from Switzerland to the EEA therefore require no additional safeguards. Stripe processes payment data internationally, including in the United States. Email you send to our support, legal, privacy and security addresses, and our replies, are hosted by Google, whose infrastructure includes the United States. Amazon Web Services, which sends our transactional email from Switzerland, and Microsoft, which hosts the service, belong to groups established in the United States, as do several of our AI providers. Transfers to the United States rely on the EU–U.S. Data Privacy Framework (European Commission adequacy decision of 10 July 2023) and the Swiss–U.S. Data Privacy Framework (recognised by the Federal Council with effect from 15 September 2024) for certified recipients, and otherwise, as for any other country without adequate data protection, on the European Commission's standard contractual clauses with the adaptations required for transfers from Switzerland.

Address completion. Addresses are sent by our servers to the address-completion provider on our sub-processor list: the text entered in an address field, to suggest addresses, and, during extraction, the addresses read from documents into address columns, to complete them with their components. The name printed with an extracted address is left out of the request when the extraction has identified it as the addressee; otherwise it may be part of the address sent. This provider may process addresses outside Europe, including in the United States. Automatic completion of extracted addresses can be switched off for each address column.

When a new workspace is set up, information about the organisation may be retrieved from its public website and public registers and, where these are insufficient, through a web search performed by one of the providers on our sub-processor list; these requests concern the organisation and are made by our servers.

Operational monitoring data (traces, metrics and error reports) is processed by infrastructure operated by Filetable and is not sent to a third-party monitoring provider.

5. Sub-processors

The following categories of third parties may process personal data in the course of providing their services to Filetable. Our sub-processor list (/legal/subprocessors) names each of them with its legal entity, its role, the countries where it may process personal data and the safeguard relied on for transfers. Files are encrypted with individual keys that are not stored in the storage service.

Customers have given general written authorisation for the engagement of sub-processors under Article 28(2) GDPR and Article 9(3) FADP. Customers are informed at least 30 days before a sub-processor is added or replaced and may object as set out in the Data Processing Agreement (/legal/dpa).

Category	Providers	Countries	Data concerned
Hosting, storage and database	Microsoft (Azure)	Switzerland (Zurich region)	Encrypted file contents, whose keys are not stored in the storage service; application data, encrypted at rest
AI processing: text recognition, extraction, classification, matching and search	One or more of Anthropic, Google, Microsoft, Mistral AI and OpenAI	Switzerland, EU/EEA, United States and other countries where these providers operate; processing in Europe preferred where a provider offers it	Document text and images sent for processing, with the associated instructions; text fragments converted into numerical vectors for search
Address completion	Google	United States and other countries where Google operates	The text entered in an address field, and addresses extracted from documents into address columns, which may include the name printed with them, unless completion is switched off for the column
Transactional email	Amazon Web Services	Switzerland (Zurich region)	Recipient address, subject and content of service messages
Our email, including support correspondence	Google	United States and other countries where Google operates	Messages you send to our support, legal, privacy and security addresses, their attachments, and our replies
Domain name system and, once enabled, protection of website traffic	Cloudflare	United States and other countries where Cloudflare operates	Requests to our domains and, once traffic protection is enabled for a website, the traffic between your browser and that website
Payments	Stripe	Ireland and United States	Name, email address, billing address, payment card details entered with Stripe, transactions. Where Stripe acts as merchant of record, it is a separate controller for the purchase

6. Retention

We keep personal data only for as long as necessary for the purposes described above or as required by law. The retention periods are set out in the table below.

Customer content (documents, rows and tables) is retained for as long as the customer keeps it in its workspace. At the end of the contract, it is returned or deleted in accordance with the Data Processing Agreement.

When your account is deleted, your data is removed from live systems immediately. Backup copies are not restored for any other purpose and expire within 35 days.

Data	Retention period	Reason
Account and profile data	For the life of the account; deleted when the account is deleted	No longer necessary once the account is closed (Article 6(4) FADP, Article 5(1)(e) GDPR)
Extraction drafts	60 minutes	Temporary processing data
Undo snapshots	30 minutes; up to 24 hours while a playbook is left unfinished	Duration of the undo function
Files and folders deleted from the drive	30 days in the workspace's trash, where they can be restored	Allowing a deletion to be undone
Security and audit events	12 months; 24 months for actions performed by Filetable staff during support access	Article 4 OPDo requires at least one year
Records of data subject requests and legal holds	10 years	Demonstrating compliance (Article 5(2) GDPR)
Invoices and accounting records	10 years from the end of the financial year	Article 958f CO; this obligation prevails over an erasure request (Article 17(3)(b) GDPR)
AI processing records	At least 6 months	Article 26(6) EU AI Act
Raw AI answers, kept for troubleshooting (shown to workspace owners and admins)	30 days, or until the document is deleted	Explaining a processing result to the customer who reports it
Infrastructure logs containing IP addresses	30 days	Security and operation of the service
Rejected or failed inbound email	90 days	Allowing the recipient to identify and address the rejection
Pending tabular import drafts	14 days	Allowing the user to complete the import
Database backups	35 days	Backup cycle
Records of your acceptance of the Terms, your marketing choice and your cookie choices	10 years, including after unsubscription or account deletion	Demonstrating consent and acceptance (Article 7(1) GDPR); the ten-year limitation period for contractual claims (Article 127 CO)
Cookie preference records	10 years from the choice	Demonstrating consent (Article 7(1) GDPR); limitation period under Article 127 CO

7. Your rights

You have the right to access your personal data (Article 15 GDPR, Article 25 FADP), to have it rectified (Article 16 GDPR, Article 32 FADP), to have it erased (Article 17 GDPR, Article 32 FADP), to receive it in a portable format (Article 20 GDPR, Article 28 FADP), to restrict its processing (Article 18 GDPR), to object to processing based on legitimate interest and at any time to direct marketing (Article 21 GDPR), and to withdraw consent at any time, without affecting the lawfulness of processing before withdrawal (Article 7(3) GDPR).

To exercise any of these rights, write to privacy@filetable.com, if possible from the email address of your account. We may ask you to confirm your identity before acting on a request. In particular:

Copy of your data: we send you your account data, your workspace memberships and your activity history in a structured, commonly used and machine-readable format (JSON). Documents belong to the workspace and are not included; please contact the workspace owner for them.
Deletion of your account: we permanently delete your account. Your name and email address are deleted. A one-way cryptographic digest of your email address is retained so that suppression lists can be honoured without keeping the address itself. Records that the law requires us to keep, such as invoices and security events, are retained for the periods set out in section 6.

We respond within one month (Article 12(3) GDPR). This period may be extended by two further months for complex requests, in which case we will inform you within the first month.

You have the right to lodge a complaint with a supervisory authority. In Switzerland, this is the Federal Data Protection and Information Commissioner (FDPIC), Feldeggweg 1, 3003 Bern. In the EU, you may contact the supervisory authority of your habitual residence, place of work or place of the alleged infringement (Article 77 GDPR).

8. Cookies and browser storage

Filetable uses only cookies and browser storage that are strictly necessary to provide the service or that store a preference you have set, such as your language. We do not use advertising cookies or third-party analytics scripts, and our website does not load scripts from third parties.

Product analytics is planned and not yet active. Once introduced, it will be carried out by Filetable as controller, on our servers only, without cookies or browser identifiers, using pseudonymous user and workspace identifiers, on the basis of our legitimate interest in improving the service. It will not include document content, file names or email addresses, and IP address collection and geolocation will be disabled.

Details of the cookies and storage we use, their purposes and durations are set out in the Cookie Policy (/legal/cookies).

9. Marketing communications

We send marketing emails only to people who have requested them. Consent is given through a separate, unticked checkbox and is never a condition of using the service (Article 7(4) GDPR). We keep a record of when and how consent was given (Article 7(1) GDPR).

Each message identifies Filetable and its operator, Trembley et Burgermeister SA, as the sender and contains a free and simple means of unsubscribing, as required by Article 3(1)(o) of the Swiss Unfair Competition Act (UCA/LCD). You can also unsubscribe by writing to privacy@filetable.com.

If you join the waiting list, we store your email address, the account and workspace from which you signed up, where the sign-up came from, any note you add, your language and the date. We use them only to tell you when paid plans become available to your workspace; joining the waiting list is not consent to marketing emails. The entry is deleted when you delete your account, or earlier on request.

Service messages, such as invitations, alerts from saved views, security notifications and invoices, are part of the service and are not marketing. Individual alerts can be switched off in the application.

10. Security

Data is encrypted in transit using TLS 1.2 or 1.3. Data at rest is encrypted with AES-256 by our hosting provider, for both file storage and the database. In addition, the application encrypts each file with its own 256-bit key (AES-256-GCM); keys are sealed separately and never shared between files or customers. Files uploaded from a browser are encrypted in the browser before they are stored; files received by email or generated by the application are encrypted on our servers before storage.

The application connects to the database over TLS with certificate verification. Access is role-based per workspace, with granular permissions down to individual tables, folders, files, rows and columns. Access by Filetable staff to a customer workspace for support purposes requires specific authorisation and is logged; those logs are kept for 24 months.

Customer documents are not used to train AI models, either by Filetable or by its sub-processors, and our contracts with AI providers prohibit them from using customer content to train their models.

Filetable does not currently hold SOC 2 or ISO/IEC 27001 certification. We intend to pursue certification as the company grows, and we answer customer security questionnaires in full. Security vulnerabilities can be reported to security@filetable.com.

In the event of a data security breach, we notify the FDPIC as soon as possible where the breach is likely to result in a high risk to the personality or fundamental rights of the persons concerned (Article 24 FADP). Where we act as processor, we inform the affected customer without undue delay so that it can meet its own obligations, including under Article 33 GDPR.

11. Artificial intelligence and automated decisions

When a document is processed, it is encrypted and stored in Switzerland. Its content — the text and, where necessary, page images — is sent to one or more of the AI providers on our sub-processor list (/legal/subprocessors), together with instructions describing the table defined by the customer. The AI returns suggested values, which are entered in the table with a reference to their location in the document and can be reviewed and corrected by a user.

This processing does not constitute an automated individual decision within the meaning of Article 22 GDPR or Article 21 FADP: the results are suggestions reviewed by a person and do not in themselves produce legal effects. Decisions that a customer takes using extracted data are the customer's own.

We keep a record of AI processing for at least six months, in line with Article 26(6) of the EU AI Act, so that suggested values can be explained afterwards.

12. Children

Filetable is a service for businesses and organisations. It is not directed at children, and we do not knowingly collect personal data from children as controller. Creating an account requires an adult authorised to accept the Terms of Service on behalf of an organisation.

Documents uploaded by customers may contain data relating to children. Such data is processed on the customer's instructions and subject to the same security measures as all other content.

13. Changes to this policy

We will inform workspace owners by email and in the application at least 30 days before any material change to this Privacy Policy takes effect, such as a new purpose, a new category of sub-processor, a change in where data is stored or a change in retention periods. Previous versions are available on request. Minor corrections take effect on publication.

Continued use of Filetable after a change does not constitute consent where consent is required; in such cases we will ask for it separately.

The English version of this policy is the authoritative text. The French version is provided for convenience.