1. Responsible party and scope
The controller is the AweneX GmbH, Hauptstrasse 48 A, 4142 Münchenstein BL, Switzerland. For data protection queries and to exercise your rights, you can reach us at info@awenex.ch or by post to this address.
This notice applies to our new AweneX website, the WooCommerce shop at shop.awenex.com, the customer portal, Academy registrations, website forms and customer communications described here. The website is available at awenex.ch. Product deliveries are intended for Switzerland and Liechtenstein. The previous Wix website is a technically separate service.
We process personal data in accordance with the Swiss Federal Act on Data Protection (FADP) and, insofar as it applies to the relevant processing, the General Data Protection Regulation (GDPR). Merely visiting our website does not constitute blanket consent to optional advertising or AI services.
2. What we process and why
- When you visit the website: technically necessary connection and security data.
- For enquiries: your contact details and the information you provide for consultation and processing.
- For accounts, orders and training: master data and contract, order, attendance and processing data.
- For additional services chosen voluntarily: the newsletter, WhatsApp, AI or showroom data described below.
We do not sell personal data. The new website and WooCommerce shop currently do not include any analytics or advertising trackers. Internal customer information is not displayed publicly.
3. Hosting, connection data and security
The website, shop and associated databases are hosted by Hostpoint AG in Switzerland. When accessed, the following data in particular are processed: IP address, time, requested address, browser information and technical error data. This enables pages to be delivered, disruptions to be detected and attacks to be limited. Technical logs are used for operation and security; we do not use them to create advertising profiles.
We use HTTPS, access restrictions and permissions assigned according to tasks. Passwords in customer accounts are stored as password verification values that cannot be read directly. For the new WhatsApp integration, access keys and internally stored message events are also encrypted. Authorised administrators and service providers engaged by us may process the data required for their tasks. Absolute protection against every risk cannot be guaranteed.
4. Contact forms, email and support
When you make an enquiry, we process your name, email address, company name if applicable, subject and message. The forms send your enquiry to our website server; from there, we receive an email and you receive an acknowledgement. Your enquiry and subsequent correspondence remain in the business email or customer system insofar as this is necessary for processing and documentation.
To prevent misuse and duplicate submissions, time-limited technical identifiers, hashed network identifiers and dispatch status are stored. As a rule, website forms retain a technical transaction record for one day; it is deleted automatically on a scheduled basis. This does not delete the email sent to us.
Please do not send health data or other particularly confidential information via general forms, email, WhatsApp or Phoenix. You can ask us for a suitable communication channel instead.
5. Customer account, shop and academy
For accounts, we process contact and access details, account and activation status, and, for business customers, information about the company and its business activities. Business customer accounts are activated by our team. For orders, we also process billing and delivery addresses, items, quantities, prices, order and payment status, and any necessary correspondence. For training courses, we store the date, registration, attendance or cancellation status, and the contact details required for this purpose.
This information is used to manage accounts and contracts, deliveries, invoicing, training organisation and support. Authorised employees can access only the internal areas made available to them for their tasks. Delivery providers receive the recipient and delivery information needed to make the delivery. If you select a relevant payment method, payment services receive the data required to process the payment; the providers actually shown during the relevant ordering step and their privacy notices are authoritative. We do not store complete credit card details in our customer database.
bexio AG (Switzerland) is connected for the administration of business customers, products, orders and invoices. As part of this administration, the required contact, company, address, item and business transaction data are retrieved or transferred between the systems. Account activation does not constitute consent to newsletter or WhatsApp marketing.
PhoenixCoins – your loyalty programme in the shop
Registered customers can earn PhoenixCoins on new, paid shop orders and convert them into personal discount codes. For this purpose, we link your internal customer ID to your coin balance, the orders taken into account, credits and corrections, redemptions, discount codes issued and their usage status, as well as the relevant timestamps. The calculation is based on the order value after discounts, excluding VAT, shipping costs and fees. Refunds and cancellations are taken into account. Separate Bexio orders and previous purchases are not included automatically.
Processing is carried out to provide the loyalty programme and ensure transparent accounting of benefits, protected against duplicate bookings. Participation does not constitute consent to newsletter or WhatsApp marketing. Coins and codes are assigned to the customer account used to sign in and may be reviewed by authorised staff for customer support. We do not use any additional advertising or tracking services for the Coins feature. Records of bookings and redemptions are retained for as long as necessary to manage outstanding benefits, corrections and claims, and to meet applicable retention obligations. You can send requests for erasure or access to us via the contact method described below.
6. customer newsletter
7. WhatsApp customer communication
You can contact our team via the WhatsApp contacts provided if you wish. A WhatsApp link only opens WhatsApp or the WhatsApp website when you click it. WhatsApp’s terms and privacy information also apply to direct communication. You can also contact us by phone or email.
For our central number +41 76 840 90 46 we set up the WhatsApp Business Platform (Cloud API). In this process, the telephone number or WhatsApp identifier, submitted profile name, message content, timestamps, message identifiers and delivery status are processed. The Cloud API is provided by Meta; WhatsApp Ireland Limited (Ireland) and participating Meta companies, particularly in the USA, are involved in the technical processing.
The integration receives messages in a secure internal view for our authorised customer support team. Personal text replies are possible within the WhatsApp reply window. Additional order and training confirmations are technically prepared; they will only be sent after separate approval for dispatch and template approval. WhatsApp news is not enabled through this service. Incoming media is not automatically downloaded as a file by the current internal integration; captions and event details provided may be stored. Our website integration does not access your device’s address book.
In your logged-in customer account, you can explicitly opt in to receive additional order and training confirmations via WhatsApp and provide your own number with country code. We store the number in encrypted form, along with your consent or withdrawal, the time, the method of collection and the version of the consent. To send and verify delivery, we store the message content and technical sending and delivery statuses; acceptance by Meta is not proof of delivery. You can withdraw your selection in your account. Guests without recorded consent will not receive messages automatically.
We use communications to process your enquiry and provide personal customer support. For occasional news, product updates, offers and training information, you can give separate WhatsApp consent in your customer account; this option is not selected by default. It is independent of service confirmations and is also stored in encrypted form together with your number, the time, the method of collection and the wording of the consent. News distribution is not yet active. You can withdraw your news selection in your account or reply “NEWS STOP” to unsubscribe from news only; “STOP” ends all automated WhatsApp messages. Promotional WhatsApp news requires this separate consent; placing an order or simply contacting us is not sufficient. You can tell us at any time that you do not want WhatsApp advertising or further contact through this channel, for example by replying “STOP”. Any existing email newsletter consent is not treated as WhatsApp consent.
Phoenix may automatically answer new incoming text questions within the WhatsApp customer service window and identifies itself as an AI assistant. It uses approved public AweneX information; personal, technical or health-related enquiries are referred to our team. Send “human” to request personal assistance; “STOP” stops automated replies. Our authorised customer support team may also review and send internal AI drafts. To generate the response, the latest text message is sent to the OpenAI API together with approved public AweneX information. The profile name, WhatsApp identifier and conversation history are not provided as metadata; identifiable telephone numbers, email addresses and links in the text are removed beforehand. This detection may be incomplete. Please do not submit health data or other confidential information. Identified personal, technical or health-related enquiries are assigned for individual handling. OpenAI may process data in particular in the USA. We do not request that OpenAI retain the response object; this does not guarantee the complete deletion of technical provider logs. Responses, drafts and team assignments are stored encrypted by us. Drafts can be used for no more than one hour and are discarded when new messages or team replies arrive; this is not an automatic deletion period. Telephone and email remain available as alternatives.
Messages are retained internally by us for specific purposes and are visible to authorised customer support staff. Technical access keys are reserved for the website administrators. There is currently no automatic deletion period for this internal event archive; deletion requests are handled via the contact method described below. WhatsApp processing is subject to its own terms, in particular the Privacy Policy, which Business Data Processing Terms and the relevant Provisions on data transfers. Your message will be accessible to the company for business processing; encryption during transmission does not prevent this necessary processing.
8. Cookies, Phoenix and external content
Cookies and your choices on the new AweneX website and in the shop
Essential functions remain active: In the WooCommerce shop, the cookies woocommerce_cart_hash and woocommerce_items_in_cart serve the cart function (session); wp_woocommerce_session_* associates the cart with a session (by default 2 days). When you log in, WordPress cookies are used for authentication and security (wordpress_logged_in_* and wordpress_sec_*, session or, if you select “Remember me”, by default 14 days). wordpress_test_cookie checks whether cookies are supported. Storage takes place only when the relevant function is used. A language you explicitly select is stored under awenex.navigation.locale in the browser’s local storage until it is deleted.
In the shop, the functional awenex_locale cookie stores your chosen language for up to one year. If you are signed in, a language selected through the language links is also saved in your customer account; new orders record the language selected at checkout for related customer communications. You can change the language at any time and delete the cookie in your browser.
The awenex_consent cookie stores your selection, its version and the time of your decision for 180 days. You can use “Cookie settings” at any time to choose only necessary functions or adjust your selection. You must make your selection separately on the preview address and in the shop because they are different domains.
For the Phoenix knowledge navigator, we use your browser’s session storage (sessionStorage) to record whether and when the brief greeting has already been displayed or played, and whether you have turned off the sound. These settings apply to the current session and the relevant domain. They do not contain customer data or search terms and are not transmitted to us.
Optional voice conversation with Phoenix
When you select “Start conversation” and allow the browser to access your microphone, an encrypted real-time voice connection to the OpenAI API is established. During the conversation, audio from your microphone is transmitted directly from your browser to OpenAI so it can understand you and respond with an AI-generated voice. OpenAI receives technically necessary connection data, in particular your IP address. Public AweneX information and the public name of the AweneX page currently open are used as the knowledge base. We do not transmit the full page address, search parameters or account content for this purpose. Processing may take place outside Switzerland, particularly in the USA. Please do not provide any confidential information or health data.
Phoenix detects pauses in speech and responds automatically. Spoken questions and answers can also be displayed as text in the open window; this automatic recognition may contain errors. Selecting “End conversation”, closing Phoenix, leaving the page or switching to another browser tab stops the microphone and playback on our side. After a period of silence or the maximum conversation duration, the conversation ends automatically. This does not allow content already transmitted to OpenAI to be retrieved.
AweneX does not permanently record the voice dialogue or create audio files, media or customer records for it. The visible history remains only in the working memory of the current page. To technically limit and terminate the connection, our server temporarily stores the connection ID, expiry time and a protected session token, as well as usage counters and a protected IP identifier that changes daily; no voice content or plain-text IP address is included in this counter. Your choice to start is stored as a Yes/No value in the sessionStorage for the relevant tab session and domain. It does not automatically switch on the microphone on later visits. Provider retention and technical processing are governed by the OpenAI data controls linked below. Knowledge search and text questions remain available as alternatives.
Voluntary AI conversation with Phoenix
If you explicitly start «AI conversation» mode and send a question, we transmit your message, the previous conversation history, the public name of the AweneX page currently open and public AweneX information to the OpenAI API so that a response can be generated. Processing may take place outside Switzerland, particularly in the USA. Please do not enter any confidential information or health data. You can also use the knowledge search without an AI conversation.
The conversation history remains in the memory of the currently open page; Phoenix does not create a permanent conversation record on our systems. For text queries, the Responses API is called with response storage disabled (store: false). The voice dialogue uses the Realtime API with session traces disabled. This does not mean complete deletion by the provider: OpenAI may generally retain content for up to 30 days for abuse monitoring; technical temporary storage may also take place. For details, see the OpenAI data checks.
We remember your decision to start an AI conversation as a simple yes/no setting in sessionStorage for this tab session and domain. No conversation text is stored there. To limit usage, our server maintains counters and a protected hash of your IP address that changes daily; these counters contain no question or answer text. In this initial phase, Phoenix does not access your customer account, orders or internal documents. AI answers may contain errors; check important information directly with our team.
Optional external content: The 360° showroom is provided by 3DSwissMedia via cdn4.3dswissmedia.com. The embedded content will not be loaded without your explicit consent. When it is loaded, the provider receives, in particular, your IP address and browser data and may use its own cookies or storage technologies. We have no control over how long these are retained. If you withdraw your consent, we will remove the embed and stop further loading; this will not delete data already transmitted or cookies set by the provider. An external link clicked independently opens the content directly.
No analytics or advertising trackers are currently embedded in the new website or the WooCommerce shop. You can change your selection under “Cookie settings” in the footer. Technically necessary functions will not be disabled as a result.
9. recipients and processing abroad
We share data where necessary to provide the service described above: with hosting and email service providers, bexio, the necessary shipping and payment services and, when you use the relevant feature, with OpenAI, WhatsApp/Meta and the showroom provider. This also includes support staff bound by confidentiality and authorities where we are under a corresponding obligation. Access permissions for internal data are separate from public website functions.
The website and shop database are hosted in Switzerland. For WhatsApp/Meta, cross-border processing primarily involves Ireland and the USA; for optional use of OpenAI, it primarily involves the USA. The respective providers may use subprocessors. A shop operated locally in Switzerland therefore does not mean that all selected additional services process data exclusively in Switzerland.
For transfers abroad, recognised adequate data protection or appropriate contractual safeguards are required unless a statutory exception applies. The applicable provider terms and transfer addenda describe these mechanisms. This does not guarantee certification of any individual provider or that all additional services are processed exclusively in Switzerland. You can ask us for information about the recipients and transfer grounds relevant to your case.
10. Storage and deletion
We retain personal data for as long as required by the relevant purpose, existing contractual relationships and necessary records. It is then deleted or anonymised unless statutory retention obligations, ongoing proceedings or required restriction notices prevent this. Invoices and business records are subject to statutory retention obligations. Separate technical purging cycles apply to security logs and backups; deleting data from the active system does not immediately remove every backup copy. Data restored from backups must not be used again for advertising without first being checked.
Individual technical retention periods are specified for the respective function. An unsubscribe request is retained as a suppression record so that we do not contact you again following a later import. Deleting a WhatsApp chat from your phone does not automatically delete the business correspondence held by AweneX or data held by WhatsApp.
11. request access to, correction or deletion of your data
You can ask us for access to your personal data, correction of inaccurate information and deletion of data that is no longer needed. Where provided for by law, you can also request the release or transfer of your data, restriction of processing or object to it. You can withdraw consent you have given for the future; this does not invalidate processing carried out previously.
- Write to info@awenex.ch, for example with the subject line “Data protection / data deletion”.
- Name the affected service and the email address or WhatsApp number needed to identify your account. Do not send passwords or access keys.
- We will verify the assignment, request appropriate proof of identity if necessary, and inform you about the processing and any remaining statutory retention grounds.
You can also submit the request by post to AweneX GmbH, Hauptstrasse 48 A, 4142 Münchenstein BL, Switzerland. For WhatsApp, the request applies to data for which we are responsible. For your personal WhatsApp account and any processing carried out independently by WhatsApp/Meta, please also contact the provider. Deleting your account does not result in the deletion of invoices that must be retained.
You can refer to the Federal Data Protection and Information Commissioner (FDPIC) and, where applicable, contact another data protection supervisory authority.
12. changes
As at: 19 October 2026. We update this notice when our functions or data processing change. Significant new purposes and optional additional services are not broadly authorised merely by updating this page.