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PRIVACY POLICY
Oophaga Animation GmbH
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This Privacy Policy explains how Oophaga Animation GmbH ("we", "us", "our") collects, uses, stores, and protects your personal data when you interact with our website, register for a workshop, or engage with our services. It is issued in accordance with the Swiss Federal Act on Data Protection (FADP/nDSG) of 25 September 2020, in force since 1 September 2023.
Last updated: 16 May 2026
1. CONTROLLER (VERANTWORTLICHE STELLE)
The entity responsible for data processing under this Privacy Policy is:
Oophaga Animation GmbH
Weingartstrasse 57
3014 Bern, Switzerland
Email: info@oophagaanim.com
Website: www.oophagaanim.com
For all data protection enquiries, requests, and complaints, please contact us at the email address above.
2. SCOPE AND PURPOSE OF DATA PROCESSING
We collect and process personal data only for specific, lawful, and clearly defined purposes. The following table sets out each processing activity and its purpose:
Processing Activity | Data Collected | Purpose | Legal Basis
--------------------|----------------|---------|-------------
Workshop registration | First and last name, email address, phone number, age/date of birth, language preference | Enrolment administration, course allocation, communication about the workshop | Contract performance (Art. 31 FADP)
Parent/guardian data (minors) | Parent/guardian name, email, phone, relationship to participant | Parental consent management, emergency communication, invoicing | Contract performance; legal obligation
Health and special needs information | Voluntarily provided health notes, allergies, special requirements | Participant safety; appropriate supervision | Consent (Art. 31 FADP)
Invoicing and accounting | Name, address, email, amount paid, payment date, timestamp | Invoicing, accounting, tax compliance | Legal obligation (Art. 957 OR — 10-year retention)
Email correspondence | Name, email address, message content | Responding to enquiries and communications | Legitimate interest; contract performance
Workshop participation records | Name, date of participation, session timestamps | Internal records; dispute resolution; quality assurance | Legitimate interest
Website usage data | IP address (partially anonymised), browser type, pages visited, session duration | Website analytics and improvement | Legitimate interest (analytics); Consent (tracking cookies)
Photographs and videos of participant work | Images/GIFs/videos of 3D character creations; where applicable, images in which a participant may appear | Portfolio, marketing, website, social media | Explicit consent (separately obtained)
Marketing communications | Email address, name | Sending workshop news and updates | Consent
3. DATA RELATING TO MINORS
We provide workshops specifically for children and young people aged 12 to 17. Processing of data relating to participants under 18 requires the explicit, written consent of a parent or legal guardian, obtained via our Parental Consent Form available at www.oophagaanim.com/parental-consent.
Specific protections that apply to minors' data:
a) We collect only the minimum data necessary for safe and effective participation.
b) Health-related information provided for a minor participant (e.g. allergies, special needs) is used exclusively for participant safety and is not shared with any third party except where required for emergency medical purposes.
c) Photographs, GIFs, or videos featuring a minor participant — whether of their 3D character work or of the workshop session itself — may only be used for any purpose if explicit, specific, and separate consent has been granted by the parent or guardian for each use case (website, social media, print materials).
d) Parents and guardians have the right to withdraw consent for any or all media uses at any time without affecting their child's participation in the workshop. Withdrawals must be submitted in writing to info@oophagaanim.com.
e) Where a parent or guardian withdraws consent for media use, we will remove the relevant content from our website and social media channels within 30 days.
4. LEGAL BASIS FOR PROCESSING
Data processing by Oophaga Animation GmbH is based on one or more of the following legal grounds under the FADP (Art. 31):
a) Contract performance: Processing is necessary for the registration, organisation, and delivery of our workshops.
b) Legal obligation: Accounting records, invoices, and tax-relevant data must be retained for 10 years under Art. 957 and Art. 958f of the Swiss Code of Obligations (OR).
c) Consent: Processing of health data, photographs, videos, and marketing communications is based on your freely given, specific, informed, and withdrawable consent.
d) Legitimate interests: Processing for website analytics, internal record-keeping, quality assurance, and security, where these interests are not overridden by your rights and freedoms.
Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out prior to withdrawal.
5. NAMED THIRD-PARTY DATA PROCESSORS
We do not sell or rent your personal data. We share data only where necessary with the following service providers ("processors"), each of whom processes data on our behalf and under contractual data processing agreements:
Processor | Purpose | Location | Safeguards
----------|---------|----------|----------
Bexio AG (bexio.com) | Invoicing, accounting, participant record management | Switzerland (St. Gallen) | Swiss law; nDSG-compliant; standard DPA in place
Squarespace Inc. | Website hosting, form processing | USA | Swiss-US Data Privacy Framework (DPF); Standard Contractual Clauses (SCCs); DPA in place
Google LLC (Gmail) | Email communication | USA | Swiss-US Data Privacy Framework (DPF); SCCs; Google Workspace DPA
[Any other processor you use, e.g. payment provider] | [Purpose] | [Location] | [Safeguard]
All processors are contractually required to process data only on our documented instructions, maintain appropriate security measures, and comply with applicable data protection law.
6. INTERNATIONAL DATA TRANSFERS
Some of our processors are based in or route data through the United States of America. Switzerland does not include the USA on its list of countries providing an adequate level of data protection by default. However, transfers to US-based processors are lawful under one or more of the following mechanisms:
a) Swiss-US Data Privacy Framework (DPF): Effective 15 September 2024, the Federal Council recognised the Swiss-US DPF as an adequate safeguard for transfers to certified US organisations. Squarespace and Google LLC are certified participants.
b) Standard Contractual Clauses (SCCs): Where the DPF does not apply, we rely on SCCs approved by the European Commission and recognised by the FDPIC under Art. 16(2)(d) FADP.
For further information on the Swiss-US Data Privacy Framework, visit: edoeb.admin.ch.
7. DATA RETENTION PERIODS
We retain personal data only as long as necessary for the purposes for which it was collected, or as required by law. Specific retention periods are as follows:
Data Type | Retention Period | Reason
----------|-----------------|-------
Workshop registration data | 3 years after the last workshop attended | Dispute resolution; legitimate interest
Invoices and accounting records | 10 years | Legal obligation under Art. 957–958f OR
Parental consent forms | Duration of minor's participation + 3 years | Legal protection; audit trail
Email correspondence | 3 years | Legitimate interest; contractual records
Health/special needs data | Duration of workshop + 6 months | Safety records; deleted promptly when no longer needed
Participant timestamps and system logs | 3 years | Internal records; dispute resolution
Marketing consent records | Until consent is withdrawn + 1 year | Evidence of lawful basis
Website analytics data | 26 months (rolling) | Usage analysis
Photographs/videos of participant work | Until consent is withdrawn, or until promotional material is retired — whichever is sooner | Consent-based retention
After the applicable retention period, data is securely deleted or irreversibly anonymised. If you wish to request early deletion, see Section 9 below.
8. COOKIES AND WEBSITE TRACKING
Our website (www.oophagaanim.com), hosted on Squarespace, uses cookies and similar tracking technologies. In accordance with FDPIC guidance (updated 2025), we distinguish between:
a) Strictly necessary cookies: Required for the website to function (e.g. session management, security). These are placed without consent and cannot be disabled without affecting core website functionality.
b) Analytics and performance cookies: Used to understand how visitors use our website (e.g. Squarespace Analytics). These are placed only with your consent.
c) Marketing and third-party cookies: We do not currently use targeted advertising cookies.
On your first visit to our website, a cookie consent notice will be displayed. You may accept or decline non-essential cookies at any time. You can also manage cookie preferences via your browser settings or by contacting us at info@oophagaanim.com.
Squarespace, as our website host, may collect anonymised analytics data as part of the hosting service. For details, see Squarespace's Privacy Policy at squarespace.com/privacy.
9. YOUR RIGHTS AS A DATA SUBJECT
Under the FADP (Art. 25–27), you have the following rights in relation to your personal data:
a) Right of access (Auskunftsrecht): You may request confirmation of whether we hold personal data about you and, if so, receive a copy of that data along with information about how it is processed.
b) Right to rectification: You may request correction of inaccurate or incomplete personal data.
c) Right to deletion: You may request deletion of your personal data where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent (subject to legal retention obligations — see Section 7).
d) Right to restriction of processing: You may request that we restrict the processing of your data in certain circumstances (e.g. while accuracy is contested).
e) Right to object: You may object to processing based on legitimate interests. We will assess whether our interests override your rights.
f) Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may request your data in a structured, commonly used, machine-readable format.
g) Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing. Withdrawal takes effect within 30 days.
HOW TO EXERCISE YOUR RIGHTS:
Submit requests in writing to: info@oophagaanim.com
We will respond within 30 days of receiving your request. In complex cases, we may extend this by a further 30 days, in which case we will notify you.
We may need to verify your identity before processing your request. There is no charge for reasonable requests.
10. DATA SECURITY
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures include:
— Encrypted data transmission (HTTPS/TLS) across our website
— Access controls limiting data access to authorised personnel only
— Use of reputable third-party processors with established security certifications
— Regular review of data processing activities and access rights
No method of transmission over the internet is completely secure. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at info@oophagaanim.com.
11. DATA SECURITY BREACHES
In the event of a personal data breach that is likely to pose a high risk to your rights or fundamental freedoms, we will:
a) Notify the Federal Data Protection and Information Commissioner (FDPIC) as soon as possible via the dedicated breach reporting portal at: databreach.edoeb.admin.ch
b) Notify affected individuals directly if the breach is likely to result in a high risk to their rights, including details of the nature of the breach, likely consequences, and measures taken.
c) Maintain an internal record of all data security incidents, including those not requiring notification.
12. PHOTOGRAPHS, VIDEOS, AND MEDIA
Photographs, GIFs, and videos of participant work (3D character renders, sculpting process recordings) and of workshop sessions may only be taken and used for any promotional, editorial, or portfolio purpose with the explicit prior consent of:
— The participant, if aged 18 or over; or
— The parent or legal guardian, if the participant is under 18.
Consent is obtained separately and specifically for each use context. The following uses require individual consent checkboxes on our Parental Consent Form or in written communication:
□ Use on oophagaanim.com (website portfolio and process pages)
□ Use on social media platforms (Instagram, LinkedIn, and others)
□ Use in print materials (flyers, posters, promotional print)
□ Use in press or media communications
□ Attribution (displaying participant's first name and age alongside their work)
Consent for any of the above may be withdrawn at any time by written notice to info@oophagaanim.com. We will remove the relevant content within 30 days of receiving a valid withdrawal request. Withdrawal of media consent does not affect participation rights.
13. PROCESSING REGISTER
In accordance with Art. 12 FADP, Oophaga Animation GmbH maintains an internal register of processing activities documenting all data processing operations, their purposes, legal bases, processors involved, retention periods, and applicable safeguards. This register is available for inspection upon request by the FDPIC.
14. AUTOMATED DECISION-MAKING AND PROFILING
We do not currently engage in automated individual decision-making or profiling that produces legal effects or similarly significantly affects individuals, as defined under Art. 21 FADP. Should this change, we will update this Privacy Policy accordingly and provide the required information and consultation rights.
15. RIGHT TO LODGE A COMPLAINT
If you believe that our processing of your personal data violates applicable data protection law, you have the right to lodge a complaint with the Swiss supervisory authority:
Federal Data Protection and Information Commissioner (FDPIC / EDÖB)
Feldeggweg 1
3003 Bern, Switzerland
Website: edoeb.admin.ch
Report form for data subjects: edoeb.admin.ch/en/report-form-data-subjects
You also retain the right to bring a civil action before the competent Swiss courts.
We encourage you to contact us first at info@oophagaanim.com — most concerns can be resolved directly and promptly.
16. CHANGES TO THIS PRIVACY POLICY
We review and update this Privacy Policy regularly to reflect changes in our services, applicable law, or data processing practices. The current version is always published at www.oophagaanim.com/privacy. We will notify registered participants of material changes by email where feasible.
The date of the most recent update is stated at the top of this document.
17. APPLICABLE LAW AND JURISDICTION
This Privacy Policy is governed by Swiss law, in particular the Federal Act on Data Protection (FADP) of 25 September 2020 and its implementing ordinances (DPO). Any disputes arising from this Privacy Policy shall be subject to the exclusive jurisdiction of the competent courts of the Canton of Bern, Switzerland.