Privacy Statement
This privacy statement explains how DiALOGiFY AG processes personal data. It applies to our website, our platform, the Scoutsss app, dialogues and campaigns, business contacts, appointments, meetings, marketing communication and other business relationships.
Depending on the offer, additional notices may apply, in particular campaign-specific information, cookie settings, terms of participation, data processing agreements or the privacy statements of our customers and partners.
1. Controller and data protection contact
The controller for the processing described in this privacy statement is:
DiALOGiFY AG
Gotthardstrasse 28
6300 Zug
Switzerland
Email: hello@dialogify.io
Requests concerning data protection and the exercise of data subject rights can be sent to the address above.
2. Scope and data subjects
This privacy statement applies in particular to website visitors, registered platform users, users of the Scoutsss app, participants in dialogues and campaigns, customers and their employees, interested parties, prospects, newsletter recipients, meeting participants, business partners, suppliers and persons who are approached in the course of business contact.
Where we process personal data exclusively on behalf of a customer, that customer is responsible for the processing concerned. In such cases the customer's privacy notices and the contractual arrangements concluded with us apply in addition.
3. Terms, principles and legal bases
Personal data means any information relating to an identified or identifiable natural person. Processing covers any handling of personal data, in particular collecting, storing, using, disclosing, matching, analysing, restricting, deleting or destroying it.
We process personal data in accordance with the principles of lawfulness, transparency, proportionality, purpose limitation, data minimisation, accuracy and security.
Where the General Data Protection Regulation of the European Union (GDPR) applies, processing is based in particular on the following legal bases: performance of a contract or taking steps prior to entering into a contract (Art. 6(1)(b) GDPR), compliance with legal obligations (Art. 6(1)(c) GDPR), consent (Art. 6(1)(a) GDPR), and the legitimate interests pursued by us or by third parties (Art. 6(1)(f) GDPR).
Our legitimate interests include in particular the secure and efficient operation and improvement of our offers, the maintenance and development of business relationships, B2B sales, information security, fraud and abuse prevention, efficient internal organisation and the establishment, exercise and defence of legal claims.
Other or additional legal bases may apply to individual processing operations depending on the context. Where consent is required, it can be withdrawn with effect for the future.
4. Categories and sources of personal data
Depending on the contact concerned, we process in particular the following categories of personal data:
| Category | Examples |
|---|---|
| Master and contact data | Last name, first name, address, email address, telephone number, company, role and user account |
| Profile and app data | Date of birth, gender, language, interests, settings, participation history and device information |
| Communication data | Emails, chat messages, conversation content, support requests, reactions, opt-outs and suppression records |
| CRM and business data | Lead source, company, role, deal status, activities, tasks, offers and contractual relationship |
| Meeting data | Appointments, participants, audio, video, transcripts, notes, summaries and follow-up tasks |
| Usage and technical data | IP address, browser, device, operating system, access time, referrer, log data and cookie identifiers |
| Location data | GPS or approximate location data, where required for a function and released on the device |
| Payment data | Payout information, transaction details and accounting records |
| Dialogue and campaign data | Answers, images, uploads, ratings, proofs of purchase, task results and consents |
| AI-assisted results | Summaries, categorisations, drafts, analyses and suggested follow-up activities |
We receive personal data directly from the data subjects, from our customers and partners, from publicly accessible sources, from professional networks, from professional B2B data sources, from technical service providers and through the use of our website, platform and communication channels.
Where the GDPR applies and we have not collected personal data directly from the data subject, we provide the information required under Art. 14 GDPR within the statutory time limits, in particular at the latest at the time of the first communication, unless a statutory exception applies.
5. Website, cookies and similar technologies
When you visit our website, technical data may be processed automatically. This includes in particular IP address, browser, device, operating system, content accessed, access time and the page visited before. This processing serves secure operation, error analysis, audience measurement and the improvement of our website.
We may use cookies, pixels, tags and comparable technologies. Technically necessary technologies enable basic functions and security. Analytics and marketing technologies are used where permitted under the applicable law and where the required consents have been given.
Through the cookie banner you can adjust settings and change or withdraw consents with effect for the future. The providers, purposes and durations in use are listed in the cookie settings or in a supplementary cookie policy.
6. DiALOGiFY platform, Scoutsss app and dialogues
When you register for and use our platform or the Scoutsss app, we process the data required to create and manage an account, to provide functions, to carry out dialogues and campaigns and to handle rewards or payouts.
Depending on the offer, sign-in through external identity services may be possible. In that case we receive the details released by the service concerned. Payments or payouts may be made through external payment providers, which process payment data in accordance with their own privacy terms.
Location data is processed only when a location-based function is used and the corresponding permission has been granted. Device settings can be changed at any time. Without location permission, certain location-based functions may not be available.
In dialogues, campaign-specific details, answers, images, proofs of purchase or ratings may be collected. Before any identifiable disclosure to a Dialogue Initiator, we inform you about the recipient and the purpose or obtain any required consent.
Depending on the set-up, the Dialogue Initiator is independently or jointly responsible for the processing. Where DiALOGiFY processes data exclusively on behalf of a Dialogue Initiator, the processing is also governed by that Dialogue Initiator's privacy statement and the relevant contractual arrangements.
7. Customers and business contacts
We process personal data of customers, interested parties, partners and their employees to initiate, carry out and maintain business relationships. This includes communication, scheduling, needs analysis, offers, contracts, projects, support, expansion, renewal and partnerships.
We use a central CRM system to manage customer, prospect and business contacts. It may store contact details, companies, roles, communication histories, meeting information, deals, tasks, notes, transcripts and other sales- or customer-related details. Access is granted by function, role and hierarchy.
Lost deals may be kept as historical records where this is needed for traceability and key figures. Nurture and prospect contacts are reviewed periodically and deleted or anonymised once there is no longer a sufficient purpose for processing.
8. B2B lead generation and sales support
To identify and approach potential business customers, we may work with specialised service providers. Such providers may research business contacts, compile prospect lists and make business-related contact through communication channels customary in business.
In doing so, in particular name, company, role, business email address, telephone number, professional profile, data source, communication history, reactions and interest status may be processed. Professional B2B data sources and outreach systems may be used for this purpose.
Where a service provider itself determines the purposes and essential means of a processing operation, it acts as an independent controller. Where personal data is processed exclusively on the documented instructions of DiALOGiFY, this takes place on the basis of a corresponding agreement. Joint controllership may exist where purposes and essential means are determined jointly.
Qualified leads may be handed over to DiALOGiFY and then processed in our CRM. Data subjects can object to further promotional contact at any time. A minimal suppression record may be kept so that such an objection is respected in the future.
9. Communication, newsletters and follow-up dialogues
We process contact and communication data when people contact us by email, form, telephone, chat, social media or other channels. The processing serves to answer the enquiry, for documentation, to initiate contracts and to maintain the business relationship.
We send newsletters and comparable marketing information where consent has been given or where sending is permitted in a business context under the applicable law. Where required, we use a double opt-in procedure and store the time of registration, the confirmation and technical proof data.
Newsletters may contain measurement functions that evaluate delivery, opens and clicks. This is done only to the extent legally permitted. You can unsubscribe at any time using the unsubscribe link or by writing to us.
Consents for follow-up dialogues can be given per campaign and withdrawn at any time. A withdrawal ends the messages concerned without affecting the lawfulness of the processing carried out until then.
10. Appointment booking, meetings and transcription
We may use external appointment booking services to book appointments. In particular name, business email address, company, requested time, time zone and other voluntary details are processed. Alternatively, an appointment can also be arranged directly through other contact channels we offer.
Meetings may be held through external video conferencing and communication services. Audio or video recording takes place only if participants have been informed beforehand and the required consent has been given. Anyone who does not consent can in principle take part without recording or request an alternative form of documentation.
Specialised services may be used for meeting notes, transcription and summaries. Conversation content, names, statements, tasks and summaries may be processed, and relevant results may be stored in our business systems. For particularly confidential, sensitive or legally privileged content, we check before recording or transcription whether it is necessary and permissible.
11. AI-assisted processing
We use AI-assisted systems for research, analysis, structuring, summarising, translation, drafting, meeting follow-up, quality assurance, automation and support of internal workflows. This may include external enterprise services and approved integrations with our work tools.
Depending on the task, personal data may also be processed. Access depends on the permissions of the respective user and the specific purpose of processing. We limit inputs to what is necessary and use enterprise services and settings that allow adequate protection of business content.
Confidential customer data is not used to train public or shared AI models, unless expressly agreed otherwise in writing and legally permissible.
AI results may be incomplete or incorrect. Results with legal, economic, reputational or otherwise significant effects are reviewed by a human as appropriate. As a rule we do not take decisions based solely on automated processing that have legal or similarly significant effects, unless separate information is given and a permissible basis is established.
Where natural persons interact directly with an AI system and this is not already obvious from the circumstances, we inform them appropriately about the use of the AI system.
Anonymised data may be used for statistical evaluations, product improvements and AI-assisted analyses. Pseudonymised data remains personal data and is protected accordingly.
12. Recipients and service providers
Within DiALOGiFY, only persons who need the data to perform their tasks have access. We may also disclose personal data to customers, Dialogue Initiators, business partners, advisers, authorities and courts where this is necessary for the purpose concerned, contractually agreed or legally permitted.
We use service providers in particular for cloud infrastructure, hosting, CRM, email, documents, calendars, communication, appointment booking, video conferencing, transcription, AI, analytics, support, development, project management, code management, marketing and payments. Depending on the set-up, they process data as our processors or under their own data protection responsibility.
The specific selection of service providers and systems may change as our offers evolve. Where required, we provide further information on relevant processors, sub-processors or categories of recipients in supplementary notices or contractual documents.
We assess service providers on a risk basis and, where required, oblige processors to appropriate confidentiality, security and purpose-bound processing. This privacy statement generally names service providers by category and not exhaustively by name. Where legally or contractually required, we provide further information on processors, sub-processors or recipients in supplementary notices or contractual documents.
13. Disclosure abroad
Some recipients and service providers are located outside Switzerland or the European Economic Area or process data there. This may concern in particular providers with their seat or infrastructure in the USA.
Where data is disclosed to countries without a recognised adequate level of data protection, we use appropriate safeguards where required. These include in particular recognised standard data protection clauses and, where required, supplementary technical and organisational measures. For recipients in the USA we may also rely on the Swiss-U.S. Data Privacy Framework or, where the GDPR applies, on the EU-U.S. Data Privacy Framework, provided the recipient concerned is validly certified for this purpose.
Statutory exceptions may also apply in individual cases. Certain metadata, support data or technical information may be processed internationally regardless of the data region selected. Information on the safeguards used for material transfers can be requested through our data protection contact.
14. Retention and deletion
We store personal data only for as long as is necessary for the purpose concerned. Afterwards the data is deleted or anonymised, unless a legal obligation, a legitimate need to preserve evidence or another permissible reason requires further retention. Internal retention and deletion rules exist for material data categories and are reviewed regularly.
| Data category | Rule or guideline |
|---|---|
| Contracts, accounting and business records | In accordance with statutory obligations, regularly up to ten years |
| Active customers and business contacts | During the business relationship and a reasonable period afterwards |
| Prospects and nurture contacts | Regular review, in principle no later than 24 months after the last relevant contact, unless there is a new purpose |
| Lost deals | Historical deal data may be kept for traceability; personal contact data is reviewed periodically |
| Audio and video recordings | In principle 30 days, in justified cases at most 90 days, unless longer retention is required |
| Raw transcripts and comparable raw meeting data | In principle up to twelve months after the meeting |
| Relevant meeting notes and summaries | During the business relationship and in principle up to 24 months afterwards, where necessary |
| Newsletters and marketing | Until unsubscription or until the purpose lapses; proofs and suppression records may be kept longer |
| Technical and security logs | In principle up to twelve months, unless a security incident requires longer retention |
| Platform and app accounts | Until account deletion, termination of the contract or until the purpose lapses, subject to legal obligations |
The above are guideline values. In individual cases a shorter or longer period may be necessary. Backups are overwritten or made inaccessible in accordance with the technical deletion cycle.
15. Data security
We take appropriate technical and organisational measures to protect personal data. These include in particular access restrictions, role-based permissions, secure authentication, encryption in transit, protection of stored data in line with the capabilities of the systems used, backups, logging, confidentiality obligations and procedures for security incidents.
Binding customer data is stored in the leading systems intended for it. Internal communication channels do not serve as the primary archive for complete transcripts, particularly sensitive data or access credentials.
Despite appropriate safeguards, no data transmission or storage can be guaranteed to be entirely free of risk.
16. Profiling and automated decisions
We may use profile information, participation history, interests and campaign reactions to select suitable dialogues, content or follow-up contacts. Where this qualifies as profiling, it is done transparently and to the extent legally permitted.
As a rule we do not take decisions based solely on automated processing that have legal effect on a person or similarly significantly affect them. Should such a function be introduced, we will inform in advance about the essential information on the decision, its significance and consequences, and the rights that exist.
17. Rights of data subjects
Within the framework of the applicable law, data subjects can in particular request information about the personal data processed about them, rectification of inaccurate data, deletion or destruction, restriction of certain processing, release or transfer of certain data, and object to processing.
Consent can be withdrawn at any time with effect for the future. You can object to direct marketing at any time and free of charge. An objection to marketing does not automatically lead to exclusion from other services, provided these can be provided without the processing concerned.
Rights may be subject to legal restrictions, in particular because of statutory retention obligations, overriding interests of third parties, trade secrets or pending legal proceedings. To prevent misuse, we may ask for appropriate proof of identity.
Persons in Switzerland can also contact the Federal Data Protection and Information Commissioner (FDPIC). Persons in the European Economic Area can lodge a complaint with the competent data protection supervisory authority.
18. Minors
The Scoutsss app is aimed at persons from the minimum age stated in the applicable terms of use, currently in principle from 16 years. For campaigns aimed at younger persons, we take into account the consents of legal representatives required in each case and special protective measures.
19. Changes to this privacy statement
We may amend this privacy statement if processing, technologies, offers or legal requirements change. The current version is published on our website. In the event of material changes, registered users may additionally be informed within the platform or through suitable communication channels.
This privacy statement replaces the version previously published on 1 July 2024.
DiALOGiFY AG | Privacy Statement | Version 2.2 | Last updated 31 August 2026
Additional notes on the website dialogify.io
Last updated: 27 October 2026. These notes supplement the privacy statement and concern only processing that takes place on the website dialogify.io.
Forms and tools
On the website you can fill in a quiz, use the repurchase check and the sampling cost comparison, submit the Scoutsss check and unlock protected content. In doing so we process your name, your business email address, your company, your entries and the calculated results, the language chosen, your IP address and the time. We accept business email addresses only. The purpose is to handle your enquiry, to send you the result or access by email, to contact you about our offer and to prevent abuse and spam (checking the email address, limiting requests per IP address). The result shown is an evaluation of your entries without legal effect for you.
The basis is pre-contractual measures at your request, our legitimate interest in handling business enquiries and in protecting against abuse and, where you expressly agree (for example by confirmation email for the Scoutsss check), your consent.
Origin of your enquiry
We attribute enquiries to their source using the origin details in the address of the page (campaign parameters such as utm_* and the Google click ID), to assess which advertising and which content lead to enquiries. We send these details along with your enquiry. They are stored permanently in your browser only if statistics is switched on: with your consent or, for visitors from Switzerland, until you object. Providers, purposes and durations of the measurement are listed in the cookie policy.
Operation of the website
The website and the database in which your enquiries are stored are operated by a hosting provider in the EU, with encrypted backups. Technical operation and maintenance are handled by a service provider in Switzerland.