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Privacy policy

This is a translation. Only the German version is binding: www.chor-portal.ch/de/privacy

Last updated: 1 November 2026

The key points

1. What this is about

Chor-Portal is a program choirs use to manage their members, events, absences, songs, polls and choir duties. To take part, you need an account.

This policy applies to everyone: to every person with an account and to every choir in the portal.

We comply with the Swiss Federal Act on Data Protection (FADP).

2. Who is responsible

The operator of Chor-Portal is responsible. In this policy, the operator refers to itself as “we”. The operator’s name and address are in the legal notice: www.chor-portal.ch/en/imprint

E-mail: kontakt@chor-portal.ch

You can write to us at this address with any question about data protection.

3. Which data we store

What you have to give

What you can give voluntarily

Under “My profile” you can also give:

These details help your choir with planning, for example for the journey to a concert or for meals at choir camp. You can leave them empty and change or delete them at any time.

On top of that come your settings: language, colour and whether you see the portal light or dark.

What comes about in your choir about you

When you take part in a choir, more data about you comes about there:

What your choir may do with this is in sections 15 to 20.

If you sign in with Google or Apple

You can connect your account with Google or Apple. We then receive an ID number and the e-mail address of that account from them, the first time also your name. We store the ID number and the address so we can recognise you when you sign in and show you under “My profile” which account is connected. We never see your password at Google or Apple.

If you choose “Hide My Email” at Apple, we only see the substitute address Apple creates for it.

You can disconnect under “My profile” at any time. We then delete both details.

For signing in at Google or Apple itself, Google’s or Apple’s privacy policy applies.

Your confirmation of this policy

When you confirm that you have taken note of this policy, we store which version it was, when, from which IP address and with which browser. This lets us show that we informed you about how we handle your data.

This confirmation is not consent. You only confirm that you have been informed.

If you delete your account, we remove the IP address and browser straight away. All that remains is which version you confirmed and when.

Technical data

4. Diet and allergies

We treat details about diet, allergies and intolerances as health data, that is, as particularly sensitive.

5. What we use your data for

We don’t use your data for advertising, don’t sell it and don’t build a profile of how you use the portal. We don’t send you advertising e-mails.

6. Who sees your data

In your choir

You have a single profile, and it applies to all the choirs you are in. Each of these choirs sees the same details, under the same rules below. If you change something under “My profile”, it changes in all your choirs at once. Giving one choir different details than another isn’t possible. A choir doesn’t see, however, which other choirs you are in.

We set these rules so that they are the same in every choir. A choir can’t change them.

All members of your choir see:

Only certain people see:

Who has which permissions, the admins of your choir decide. Whoever manages members can also download the details he or she sees into a list. What happens with such a list is the choir’s responsibility.

The operator

We only look at your data and the data of a choir when it’s necessary: if you or your choir ask us for help, if someone wants their data deleted, for questions about an invoice, if a choir has no admin any more, or to fix an error.

Every time we change something in your account, prepare a data report for you, open a choir’s member list with names or change something for a choir, it’s recorded in a log: who, when, what. That way you and your choir can ask which of us accessed your data and when. The log is deleted after 12 months.

Service providers who work for us

Infomaniak may only process the data for us and only on our instructions, and everything stays in data centres in Switzerland. This is set out in Infomaniak’s contract terms.

When a choir pays an invoice, the money goes to our account at Graubündner Kantonalbank (Chur, Switzerland). As with any transfer, the bank sees who paid. It doesn’t receive any data from the portal.

Google and Apple

Google and Apple don’t work for us. If you sign in through them, they process your data under their own rules (see sections 3 and 7).

Everything else runs on our own server: the virus check of uploaded files, the font and the sounds for playing songs don’t come from outside providers. When you use the portal, your browser doesn’t load anything from Google or other services.

Authorities

Only if a law or a court obliges us to.

7. Where your data is and how we protect it

If you sign in with Google or Apple, the portal sends you to their sign-in page. There, as on any website, Google or Apple see your IP address and your browser, and they learn that you are signing in to Chor-Portal. Both companies are based in the USA and also process this data there. What they do with it, they decide, not we. If you don’t want this, sign in with the link by e-mail.

8. Cookies and storage in the browser

We use a single cookie: it keeps you signed in. It only contains a random number and no details about you. It’s valid for one year at most. If you sign out, it’s deleted straight away. Without this cookie you can’t sign in.

Your browser also remembers a few settings, for example language, colour and light or dark, so the portal looks right as soon as it opens. These details stay on your device.

We don’t use cookies for advertising or statistics. That’s why there’s no cookie window here where you have to refuse something.

9. Subscribing to the calendar

With “Subscribe to calendar” you get a personal address your calendar on your phone or computer uses to fetch your events. Whoever knows this address sees your events. So don’t pass it on. You can create a new address at any time, and then the old one stops working.

10. How long we keep your data

How long a choir’s data is kept is in section 19.

11. Your rights

Write to us at kontakt@chor-portal.ch. We answer within 30 days, and it costs you nothing. So that nobody can pretend to be you, we only answer to the e-mail address of your account.

Access: you can find out which data we have stored about you. You get an overview from us as a PDF.

Data portability: you can also ask for your data in a form you can reuse in another program. If you need it in another form than the PDF, for example as a table, tell us.

Correction: you can change most things yourself under “My profile”. If not, write to us.

Withdrawing details: you can delete voluntary details yourself at any time, and you can disconnect Google or Apple at any time.

Deletion: you can ask us to delete your data. Then the following happens:

Complaint: if you think we aren’t handling your data properly, you can complain to the Federal Data Protection and Information Commissioner (FDPIC): Feldeggweg 1, 3003 Bern, www.edoeb.admin.ch. But we’d much prefer you to write to us first.

12. Children and young people

Children and young people sing in choirs too, and Chor-Portal is there for them as well.

Anyone under 18 gives the e-mail address of a parent or guardian when creating the account, several if they wish. These people get an e-mail from us saying that the account was created, with a reference to this policy. If they have questions or don’t want the account, they can write to us, and we delete it.

They also get a copy of the e-mails that have to do with the choir: invitations to events, reminders, polls, and whether someone was admitted to or removed from a choir. They never get sign-in links, so they can’t sign in as their child. What you answer in polls or write as a comment isn’t in these e-mails.

The copy is an offer, so your parents know when rehearsals and concerts are. It isn’t supervision: you can switch it off and on again yourself under “My profile”. It continues for as long as you leave it switched on, also after your 18th birthday. From 18 you can also delete the addresses completely.

We don’t use these addresses for anything else. They stay in your account until you delete them or your account is deleted.

13. Contact form on our website

If you write to us using the contact form, your message reaches us as an e-mail with your name, your e-mail address and, if you give it, your choir. None of it is stored in the portal. The e-mail stays in our inbox as long as we need it for the answer.

14. Polls without an account

A choir can make a poll public. Then anyone with the link can fill it in, even without an account.

15. For choirs: who is responsible for what

From here on, the policy is addressed to your choir.

Your choir is responsible for everything that comes about in the choir about its members and for what the choir does with the details from their profiles. The choir decides whom it admits, who gets which permissions, which events, polls and files there are and what it needs the data for. You are responsible for using it only as far as necessary.

We are responsible for the accounts themselves: sign-in, profile, security and technology (sections 1 to 14). We are also responsible for what members see of each other (section 6): these rules are the same in every choir, and the choir can’t change them.

For the choir’s data, we work on behalf of the choir. We store it, protect it and show it to the people the choir gives access to. We don’t use it for anything else. What we promise in doing so is in section 20.

For the whole choir, the person who owns the choir in the portal (the owner) confirms that they have taken note of this policy. When a choir is started, that’s the person who starts it. The other admins and the members only confirm it for their own account.

16. Which data there is in a choir

From the members’ profiles: the details from section 3. Except for name, e-mail address and date of birth, everything is voluntary. Each person keeps their own profile up to date, and it applies to all the choirs they are in.

What comes about in the choir:

From people outside the choir: the answers to public polls (section 14).

17. What the choir may use the data for

The choir may use the data for everything that belongs to choir life: planning rehearsals and concerts, keeping track of absences, organising journeys and meals, handing out choir duties, running polls, sharing sheet music and recordings and keeping members informed.

The choir may not:

Permissions in the choir: who sees which details is in section 6. Which people have the “Manage members” and “Manage attendance” permissions, the admins decide under “Permissions”. Only give these permissions to people who really need them.

Health data: details about allergies are health data, and an absence comment like “doctor’s appointment” can be one too. The law gives such details special protection. So only ask for and note down what you need: for meals at choir camp it’s enough to know what someone has to avoid, not why.

Downloading lists: in the portal you can download lists as Excel, CSV or PDF, for example the member list. Whatever is then on a computer or on paper, we no longer protect. The choir is responsible for it: only download what you need, only pass it on when necessary, for example the allergies to the kitchen, and delete it when you no longer need it.

Calendar links: whoever knows the choir’s calendar link sees all events. Only share it within the choir.

Children and young people: children and young people sing in many choirs. With files, photos and recordings, remember that they are specially protected. For members under 18, the parents or guardians get a copy of the e-mails that have to do with the choir, if the member has set it up that way (section 12).

18. What the choir has to do for its members

Inform: tell your members that you use Chor-Portal and what for. Every member sees this policy when creating their account. If your choir has its own rules, for example in its statutes, tell them as well.

Answer questions: if a member wants to know what the choir has stored about them or wants something deleted, the choir is the first point of contact for everything that came about in the choir. We help you if you can’t do it yourselves in the portal. For the details in their own profile, each person can also contact us directly.

Public polls: tell the people who fill in a public poll who sees the answers and what you need them for. Only ask what you really need to know.

Files: don’t upload files with details about people who don’t belong to the choir, for example old lists with addresses or health details, unless you need them.

If something goes wrong: if data from your choir has fallen into the wrong hands, for example a downloaded list or an account a stranger has access to, report it to us straight away at kontakt@chor-portal.ch. Whether you have to report it to the FDPIC, you decide as a choir, because you are responsible for this data. We help you assess the case and do what’s necessary. If it concerns the accounts themselves, for example because someone has gained unauthorised access to our servers, we report it to the FDPIC and tell you.

19. Leaving and deletion in the choir

If a member leaves: they stay in the member list as “left”, with the details from their profile, so that old attendance lists and the choir’s history still add up. They lose all permissions and choir duties and no longer see the choir. If the person doesn’t want this, they can have their data deleted by us.

If a member has their data deleted: what is then deleted and what stays without a name is in section 11. In the choir it then says “Account deleted” everywhere. The people who manage members in the choir get an e-mail, without a name. The entries without a name aren’t completely anonymous: someone who knew the person may recognise them from their voice and the dates, and a file may contain their name itself. So keep treating these entries as personal data. Don’t keep copies of this person’s data outside the portal any more, for example in downloaded lists.

Individual content: you can delete events, polls, songs, files and other content yourselves at any time. Straight after deleting, you can get most things back with “Undo”. After that they are gone.

If the choir is deleted: only the person registered in the choir as owner can delete it. The choir then disappears for all members straight away. For 30 days we can still restore it on request. After that we delete everything that belongs to the choir: members, events, absences, polls, songs, projects, files, choir duties, music stands and invitations. The members’ accounts stay, because they belong to the people themselves.

What stays: the invoices to the choir, with the name and address of the person they went to. We have to keep them for 10 years, then we delete them.

Backups: whatever is deleted is still in our backups for at most 30 days.

Before deleting, download what you want to keep, for example lists and files.

20. What we promise the choir

Because we process your choir’s data on your behalf, the following applies between your choir and us:

  1. We only process your choir’s data to provide you with the portal, and only in the way you trigger in the portal or tell us in writing.
  2. We don’t use it for anything else, don’t sell it and don’t pass it on, except to the service providers in section 6 or if a law forces us to. If an authority asks for your choir’s data, we tell you, if we are allowed to.
  3. Everyone at our end who has access to the data is bound to confidentiality.
  4. We protect the data according to the state of the art: encrypted connection, encrypted storage of particularly personal details, encrypted backups, a virus check on every upload and a log of our access.
  5. If we notice that your choir’s data has fallen into the wrong hands, we tell you as quickly as possible, even if it’s not yet clear how bad it is. Whether you have to report it to the FDPIC, you decide, and we help you with it.
  6. We help you if a member asks for access to their data or wants it deleted.
  7. If the choir is deleted, we delete its data as described in section 19.
  8. On request, we tell you how we protect the data.
  9. We may use the service providers in section 6, currently Infomaniak. They may only process the data for us and on our instructions. If a service provider is added or changes, we tell you beforehand, as described in section 21.

21. If this policy changes

If we change this policy, we send the admins of every choir an e-mail 30 days beforehand. The date at the top tells you since when this version applies.

The next time you open the portal, it shows you the new version, and you confirm that you have taken note of it. Whoever owns a choir also confirms this for the choir. If they don’t confirm and the choir carries on, the new version applies to the choir 30 days after the e-mail. If you don’t agree, you can delete the choir.