¹ This order regulates the operation of the Ordipro information system of the Federal Department of Foreign Affairs (Department).

² Are processed in the Ordipro system the data concerning the beneficiaries referred to in Art. 2, para. 2, of the Act of 22 June 2007 on the Host State ¹ . ²

¹ The Ordipro system is used to carry out the tasks entrusted to the competent authority for the service of the Protocol of the Department (Protocol) and the Permanent Mission of Switzerland to the United Nations Office and other organizations International in Geneva (mission), in accordance with the Vienna Convention of 18 April 1961 on diplomatic relations ¹ , to the Vienna Convention of 24 April 1963 on Consular Relations ² , as well as the headquarters agreements in accordance with Annex 1. In particular, it serves:

A.

Basic to the administrative treatment of matters relating to the accreditation and residence of the persons concerned;

B.

The establishment and management of the various categories of legitimation cards.

² It includes the protocol and mission files.

³ The department has the authority to update Schedule 1.

The protocol and mission process the following personal data in the Ordipro system:

A.

Names;

B.

First names;

C.

Date of birth;

D.

Private address and telephone number;

E.

Sex;

F.

Marital status;

G.

Nationality;

H.

Title and function;

I.

Employer (representation, international organization, other potential employer);

J.

Profession;

K.

Passport (type, validity, number);

L.

Predecessor's name;

M.

Date of arrival and departure;

N.

Date of entry into office;

O.

Type of work permit in Switzerland;

P.

Data on credentials;

Q.

Control plates and documents relating to the vehicle;

R.

Photos;

S.

Links between authorized persons and principal persons;

T.

Debts;

U.

Litigation, criminal, civil and administrative proceedings;

V. ¹

An insured number within the meaning of s. 50 C Federal Act of December 20, 1946 on Old Age and Survivor Insurance ² (AVS insured number);

W. ³

Place of birth.

If persons domiciled in Switzerland but do not yet have an insured number are registered in Ordipro, the services referred to in Art. 4 apply to the Old Age and Survivor Insurance Compensation Centre (CoC) for the attribution and disclosure of these persons' AVS insurance number. The procedure is governed by art. 133 ^Bis And 134 ^Cc The Old Age and Survivors Insurance Regulations of October 31, 1947 ² .

¹ Data for the persons referred to in s. 1, para. 2, are collected and processed by the protocol and mission. ¹

² In order to carry out their legal duties, the authorities of the Federal Customs Administration process in the Ordipro system the data of persons referred to in s. 1, para. 2. When processing these data, they are responsible for compliance with the data protection provisions.

¹ Have a general right of access to data:

A.

The Political Directorate;

B.

Directorate of Public International Law;

C.

Border crossing points for border control;

D.

International organisations established in Switzerland, concerning the data of the persons they occupy and of the persons accompanying them.

² Have a limited right of access to identity checks:

A.

The police authorities of the foreigners of the cantons and municipalities;

B.

The police services designated by the cantons and municipalities;

C.

The Federal Police Office (fedpol);

D.

The State Secretariat for Migration (SEM) ¹ ;

E.

The Federal Customs Administration (AFD);

F.

The Geneva cantonal clearing fund;

G. ²

The Berne Clearing Fund;

H. ³

The Federal Intelligence Service.

³ The car services and traffic offices of the cantons have a limited right of access to vehicle control and the verification of the identity of drivers.

⁴ The extent of access granted to authorized authorities is set out in Schedule 2.

The management of the Ordipro project grants employees access to the data an individual access authorisation. It shall monitor each year if the conditions of access to the Ordipro system laid down in Annex 2 are fulfilled.

The data shall be regularly communicated to the following authorities and private institutions, so that they may carry out legal tasks:

A.

SEM;

B.

The tax authorities of the Confederation, the cantons and the municipalities;

C.

Federal Office for Social Insurance (OFAS);

D.

Federal Office of Public Health (FOPH);

E.

Persons providing benefits which, according to the headquarters agreements listed in Annex 1, are not subject to remuneration, VAT or customs duties to persons referred to in Art. 1, para. 2, in order to control whether the latter are entitled thereto;

F.

The statistical offices of the Confederation, the cantons and the municipalities, in an anonymous form;

G.

The authorities of the Confederation and the cantons responsible for collecting the exemption tax from the obligation to serve, only for Swiss citizens between 20 and 30 years of age;

H. ¹

The services responsible for keeping the records of the inhabitants;

I. ²

The CoC for the assignment and communication of the AVS insurance number.

The data referred to in s. 3, let. A to i, m to q and s may be communicated to legal and physical persons who indicate a particular need.

¹ The personal data entered into the Ordipro system can be made available to the authorities who need it to carry out their legal duties. They are communicated by the protocol or by the mission, according to the competences.

² The protocol or mission may also provide lists if the requesting authority needs it to carry out its legal tasks and the processing of personal data is compatible with the objective set out in the law.

¹ Any person may apply to the competent authorities under s. 4, in writing and by justifying his or her identity, information about the data relating to it.

² The information is provided in writing and free of charge.

³ The disclosure of the requested information may be refused, restricted or deferred, in accordance with s. 9 of the Federal Act of 19 June 1992 on Data Protection ¹ .

Any person may request that the incorrect data be corrected.

¹ The competent authorities under Art. 4 ensure, each in their fields, that personal data are processed in accordance with the requirements.

² They ensure that personal data they enter into or communicate in the Ordipro system is accurate, complete and up-to-date.

¹ The competent authorities under Art. 4 lays down a processing regulation; the latter lays down the technical and organisational measures and regulates the way in which data are processed.

² They shall take, each in their fields, organisational and technical measures in accordance with the provisions on data protection.

³ Any data processing must be protected by individual user profiles and passwords.

Access to the Ordipro system is continuously logged. The log records are kept for three years.

¹ The protocol and mission shall monitor the processing of personal data in the Ordipro system within the meaning of this order and the resulting directives.

² They coordinate their activities with other authorities participating in the Ordipro system according to Art. 5.

³ They ensure that data protection and security are respected.

⁴ They shall ensure that the person responsible for making the legitimising cards complies with the data protection requirements and erases the personal data recorded on time.

¹ After the notification of the departure of a person, the data concerning it which are processed by the protocol and the mission are provided with the registration status "departure".

² The personal data provided for the "departure" registration status is, after one year, available only for the protocol and mission.

³ After the five-year period, they are destroyed, provided that there are no outstanding cases within the meaning of s. 3, let. T and u.

⁴ The legitimising card manufacturer erases all data stored no later than 10 days after receiving it.

Before destroying them, the protocol and mission provide the Federal Archives with the personal data they have processed.

The AVS insured number of the persons already registered in Ordipro on the date of the first global allocation and the communication of the AVS insured number is seized. The procedure is governed by art. 133 ^Bis And 134 ^Cc The Old Age and Survivors Insurance Regulations of October 31, 1947 ¹ .

This order shall enter into force on 1 ^Er July 2004.