Smartnode

Efficient meetings. Informed decisions.

Reliable, efficient, mobile and secure

Smartnode is state-of-the-art meeting management

Starting with the arrangement of dates, continuing with distribution of relevant documents up to the final evaluation, Smartnode ensures that meetings are more effective and decisions are based on sound information.

Scenarios

Learn more about Smartnode's many advantages with the help of concrete examples

Monthly meeting of department managers

An organization's department managers mainly discuss the same topics in their monthly meeting. However, some current issues are also oftentimes added to the agenda. In many cases, important documents are available too late for distribution by mail. The participants want to be able to prepare for their meetings ahead of time and need to study the corresponding documents in advance. The information discussed in the meetings is in part highly confidential (financial data, personnel records, legal matters etc.). Oftentimes participants are not able to attend the meeting in person, but still want to be involved.

Jury meeting assessing applications for funding

In many cases, a jury committee consists of multiple internal and external members. All jury members want to get an idea of the applications to be discussed in advance. This way, it is ensured that only controversial cases are discussed in the actual meeting. The meeting minutes need to be created easily and have to enlist all decisions approved by the committee in detail.

A Smartnode meeting is more effective and flexible

Arrangement of dates

Suggestions for meeting dates can be voted upon by all participants. Every invitee can provide information about their availability and specify their preferences.

Meeting preparation

No more need for sending hard copies of dossiers. The meeting participants can access all relevant documents according to their individual access rights.

Documentation and agenda

A meeting's agenda including all relevant documents can be provided and discussed in advance by all participants.

Tasks and polls

During a meeting interactive polls can be held, evaluated and documented. Tasks discussed and agreed upon can be assigned and re-evaluated in follow-up meetings.

Jurying

Smartnode provides an additional module for jurying that allows rating applications or competitions. Pictures, videos, music or other documents associated with applications can be clearly laid out and compared to each other. By rating each case, a ranking list can be created and a winner can be determined. Ratings can even be entered on site, e.g. in a theatre, a concert hall or a gallery.

Meeting minutes

Once a meeting is finished, the meeting minutes can be created at the push of a button. The generated document can then easily be changed and complemented in MS Word. Once the minutes are complete, they can be distributed to all participants for final approval.

Integrating external data

For well-grounded decisions, various data can be of importance, e.g. current budget numbers, personnel files or dossiers of applications. Smartnode allows secure integration of arbitrary data sources and presents all relevant information directly within a meeting's context.

Offline mode

Users can prepare for meetings on- and offline. This way, all documents and data are also available on the go. At the same time, sophisticated encryption routines ensure continuous data security.

iPad client and browser support

Use Smartnode whenever, wherever! In the office, on the go or at home - wherever you are, all you need is an iPad or a web browser.

Integration in an existing infrastructure

Smartnode can be integrated seamlessly into an existing system landscape. By default, an interface to Microsoft Office is available. Any other systems storing business information and relevant data can be integrated as well. Feel free to contact us at any time to learn more about the possibilities for your individual environment!

Security

Smartnode features an elaborated security concept which ensures maximum data security.

Infrastructure

Smartnode relieves you from exhausting installation and support efforts associated with operating a highly secure infrastructure. Our servers are hosted in Ascaion's secure cloud. Therefore, all you need is a web browser or iPad in order to use Smartnode. Of course, Smartnode can also be hosted in your own environment, if desired.

Two-factor authentication

Optionally, a two-factor authentication can be activated for increased security demands. In addition to their password, users then also have to enter a random code, which is generated by the Ascaion Authenticator app.

Authorization scheme

Access to data is controlled by explicit authorisations for each user. Different user groups and roles with different access rights can be distinguished.

Encryption

All local data is always stored using encryption, ensuring maximum security even if a device is lost.

Contact

Are you interested in more information? We will be happy to discuss your individual requirements and wishes in person or during an on-site presentation!

Get in touch

Smartnode brochure

German (3.7 MB)

Our contact information

Ascaion AG
Laubisrütistrasse 42
8712 Stäfa

Phone: +41 43 433 10 00
Email: info@ascaion.com

Ascaion GmbH
Kreuzbergstraße 30
10965 Berlin

Phone: +41 43 433 10 00
Email: info@ascaion.com

Imprint

Ascaion AG
Laubisrütistrasse 42
8712 Stäfa

Represented by:
Georg Treibenreif, Thomas Li

Contact:

Phone: +41 43 433 10 00
Fax: +41 43 433 10 13
Email: info@ascaion.com

Registration:

Company name: Ascaion AG
Commercial registry of the canton of Zurich
Registry number: CHE-105.026.674

Picture credits:
Unsplash
iStock

Legal notice

Intangible property rights and other rights

Unless specified otherwise in future, the operator is the owner of the portal. All brands, names, titles, logos, images, designs, texts and other materials used on the portal are the property of a legal entity of ascaion ag or a contracting party of the same. No (usage, intangible property etc.) rights are secured by accessing, downloading or copying pages. Reproduction, transmission (electronically or by other means), modification, connection or use (in whole or in part) of the portal for public or commercial means is prohibited without prior written consent.

Liability for content

The author does not take responsibility for correctness, accuracy, topicality, reliability and completeness of information. Liability claims against the author due to material and immaterial damages resulting from accessing or use/non-use of published information or through misuse of the connection or technical faults are hereby excluded. All offers are non-binding. The author expressly reserves the right to change, amend or delete parts of the pages or the entire offering without special notice as well as to suspend the publication for a limited period of time or indefinitely.

Data transmission via the Internet

The Internet is an open network accessible to anyone and as such generally does not qualify as a secure environment. Although the individual data packages are generally transmitted using encryption, this does not apply to the sender and the recipient. Furthermore, it is conceivable that data is transferred to another country and therefore, possibly to a country with lower data protection standards than Switzerland, even if both the sender and recipient are located in Switzerland. The operator excludes any liability for security of data during their transmission via the Internet.

Liability for links

References and links on third party websites are not part of our area of responsibility. All responsibility for such websites is declined. Access to and use of such websites occurs at the user’s own risk.

Information on the implementation of the data protection provisions of the Swiss Data Protection Act (DSG) and Articles 12 to 14 of the European General Data Protection Regulation (GDPR)

Ascaion AG processes your personal data within the legal framework to fulfill its tasks. Personal data consist of, for example, personal information such as name and address as well as communication data (telephone and e-mail) as well as facts that are related to your person in the context of our business relationship. During processing, we observe the highest demands to ensure the security of your data. The following will provide you with information on the processing of your personal data in accordance with the General Data Protection Regulation (DSG/DSGVO).

1. Who is responsible for data processing?
2. Contact details for Ascaion AG‘s data protection officer
3. Purpose and legal basis for the processing of data
4. How is your data processed?
5. Which types of personal data are processed?
6. Who are the data disclosed to?
7. How long is personal information stored?
8. Your rights as an affected person with respect to Ascaion AG
9. Right to appeal
10. Are you required to provide your personal information?
11. Special notes on data protection
12. Legal bases

1. Who is responsible for data processing?

Those at Ascaion AG responsible for the processing of personal data collected by you can be contacted at:

Ascaion AG
Laubisrütistrasse 42
CH-8712 Stäfa
E-Mail: info@ascaion.com
Tel: +41 43 433 10 00

2. Contact details for Ascaion AG‘s data protection officer

For any questions about the processing of your personal data and to exercise your rights in this regard in accordance with the General Data Protection Regulation, Ascaion AG‘s data protection officer is at your disposal. His contact details are as follows:

Mr. Marko Feistkorn

Tel.: +41 433 43 10 15
E-Mail: datenschutzbeauftragter@ascaion.com

The data protection officer is solely responsible for data protection issues. He is not authorised to give you information on the content of your request, or to provide legal advice.

3. Purpose and legal basis for the processing of data

Ascaion AG processes personal data for the client (Confederation, cantons, federal states, municipalities) in accordance with Art. 4 No. 2 and Art. 28 DS-GVO / § 4 DSG on the basis of a data processing contract. Your personal data will only be processed if this is necessary for Ascaion AG to carry out its responsibilities, or if you have given your express consent (§ 4 DSG / § 3 BDSG).

The legal basis of the data processing operations comprise Article 6 (1) (c) and (e) and Article 9 (2) (f) DSGVO / Article 4 DSG and the relevant provisions of the corresponding Rules of Procedure.

Even after completing a process, the data may be further processed to fulfill other legal obligations, such as to comply with legal retention requirements. Then the regulations of the DSG, the General Data Protection Regulation (DSGVO) and the Federal Data Protection Act (BDSG) apply.

4. How is your data processed?

To carry out its work, Ascaion AG uses IT-supported procedures where your data is entered. We use technical and organisational security measures to protect your data against unintentional or unlawful destruction, loss or alteration, and unauthorised disclosure or access.

5. Which types of personal data are processed?

With regard to data processing procedures, only those personal data listed and required in any given context (education and eGovernment) are processed (e.g. address data and possibly financial data in the context of promotional measures).

With respect to the role of special categories of personal data (e.g. health data in special schools) in the processes, these are only processed in so far as they are necessary for the work of the schools within the framework of the legally required activity. The legal basis for this is specified by the relevant school laws and regulations, or the respective legal framework conditions of the contracting authority responsible for order data processing (authorities, schools, etc.).

Beyond the contract data processing procedures, the personal data of the following categories of data are processed:

personal identification and communication information, e.g. first and last name, address, e-mail address, telephone number, where these are directly related to the Ascaion AG and their products (interested parties, existing customers, existing customers‘ event participants, Ascaion AG’s or German subsidiary Ascaion GmbH’s event participants).
Information required to process your request, in particular a keyword-like description of your request.
data from the clients determining the processes to be carried out

6. Who are the data disclosed to?

The recipient

Within Ascaion AG, only those, who are entrusted with the execution of order data processing, in which your data is process-relevant and not encrypted (as a rule) gain access to your personal data. Specifically, these are the production process experts responsible for the corresponding process, as well as other employees of each computer centre.

Your data will be disclosed to third parties only on the basis of legal regulations, other legal bases or, if your explicit consent is given.

Ascaion AG transmits personal data in individual cases

Only by written instruction of the client of the respective order data processing contract insofar as this is admissible as per the legal conditions;
to authorities, such as security authorities, for the statutory performance of the duties as far as Ascaion AG is legally obliged to do so;

7. How long is personal information stored?

Personal data collected as part of a process will be encoded in electronic dossiers. The storage period for the electronic files are determined by the stipulations regarding the retention periods of the respective process procedures. The storage of personal data that Ascaion AG has received in connection with submissions and inquiries—in particular from interested parties, support enquiries or other administrative matters—takes place in accordance with the relevant statutory retention periods and destruction of files in the context of general archive management.

8. Your rights as an affected person with respect to Ascaion AG

In order to effectively protect your personal data, the data protection law grants you a number of rights that you can invoke with respect to Ascaion AG:

Information on processing (Article 15 GDPR)
Correction of incorrect data (Article 16 GDPR)
Deletion of data that is no longer needed (Article 17 GDPR)
Restriction of processing (Article 18 GDPR)
Data portability (Article 20 GDPR)
Opposition to processing (Article 21 GDPR)

These also apply analogously to the Swiss legal area and insofar as the DSG provides for this analogously.

Art.25 FADP Right to information
Art.28 FADP Right to disclosure or transfer of data
Art.32 FADP Right to rectification of inaccurate personal data, deletion
Art. 37 FADP Right to object to the disclosure of personal data

Here you can assert your rights.

9. Right to appeal

Ascaion AG takes the protection of your personal data seriously. You can contact Ascaion AG at any time with any concerns concerning your personal data processed by us. You are free to lodge a complaint with the relevant supervisory authority of the respective federal state.

10. Are you required to provide your personal information?

In principle, you need only provide the data necessary for the proper conduct of the respective proceedings or for the handling of your request, or for the collection of which we are obliged under other laws.

If, according to the relevant legal basis, there is an obligation to provide your personal data, the legal consequences of a breach of this obligation are governed by its provisions.

11. Special notes on data protection

We have taken technical and organisational measures to ensure that both our data protection rules and those of the external service providers are respected.
When requesting content from our internet pages, security data is temporarily stored for access (prevention of DOS Attacks or similar attacks). We record the date and time of the visit for a limited period, as well as the web pages accessed. These data serve as a basis for the further development of our website.
If you contact us via a contact form or directly by email, the email text and your email address will be used exclusively for correspondence with you.
When you sign up for release notes and newsletters, personal data is entered on a voluntary basis. Your data will be used exclusively by the newsletter administrative staff.
In the case of orders, the personal information you provide will only be used to send the requested access to the licensed products. With respect to carrying out invoicing procedures, the documents required for this purpose are kept in accordance with the applicable Ascaion AG registration guidelines or their statutory requirements, and then destroyed. Payments to Ascaion AG are made via payment links, which are transmitted by us via invoice data and which must be processed according to the specifications for the payment monitoring procedure. Furthermore, no personal data is disclosed to third parties.
We reserve the right, in the event of serious violations of our terms of use, or in the event of unauthorised access or attempts to access our servers, to access personal data.
Our online offer contains links to third party websites. We have no control over their compliance with the privacy policy.

12. Legal bases

Swiss Data Protection Act DSG dated 19th June 1992 (updated 1 January 2014)

Regulation (EU) 2016/679 of the European Parliament and of the Council dated 27th April 2016 on the protection of individuals with regard to the processing of personal data, on the free movement of such data and repealing Directive 95/46 / EC - General Data Protection Regulation (GDPR), OJ , EU 2016, L 119, p. 1

Federal Data Protection Act (BDSG) dated 30th June 2017, Federal Law Gazette I 2017, p. 2097

Federal Law on the Use and Securing of Federal Archives Records (BArchG) dated 10th March 2017, BGBl. I 2017, p. 410

Last updated: May 2018

Please update your browser

You are already using a current browser?