Express courier. Direct.
Also overnight.
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Data processing for international shipments and customs
Which sender and recipient data are shared with customs and how Swiss companies can comply with DSGVO/DSG in cross-border shipments.
Quick answer
For international shipments you must provide customs with sender and recipient details, a commercial description of the goods, quantity, value, HS code and country of origin. Comply with DSGVO/DSG by sharing only necessary data, documenting the legal basis and applying appropriate security measures. Use contract terms or clear consents and inform recipients transparently.
What customs need from you
Common customs requirements include sender and recipient name and address, a commercial invoice with goods description, quantity, weight, HS (tariff) code, declared value and country of origin. Some goods need extra documents, such as certificates of origin or permits. Authorities like the Swiss Federal Customs Administration use these details to clear consignments.
Legal framework: DSGVO and Swiss DSG
Cross-border shipments trigger data-protection rules of both jurisdictions. Swiss companies must follow the Swiss Federal Act on Data Protection (DSG). If you process or transfer data to the EU, the EU General Data Protection Regulation (DSGVO/GDPR) applies. Key duties are data minimisation, purpose limitation, documenting the legal basis, and implementing technical and organisational safeguards.
Which legal basis fits customs sharing?
Data sharing for customs usually rests on legal obligations for customs clearance and tax collection. Alternatively, processing can be justified by contract performance (transport and delivery). Verify and document the correct legal basis in internal records and your privacy notice.
Applying data minimisation in practice
Provide only the information strictly needed for clearance. Avoid extra personal details on invoices or labels. Where possible, pseudonymise internal references. Define who in your organisation sends customs data, how long you keep it, and when you delete it.
Secure transfer and storage
Use encrypted channels, certified EDI or portals, and restrict access to authorised staff. Note where data are stored. If using third parties or cloud services, review contracts and data location, and ensure appropriate safeguards are in place.
Notifying and (where needed) getting consent from customers
State clearly in your privacy notice that data are shared for customs. Obtain explicit consent when required. For private customers, give clear information on purpose, recipients and retention periods.
Frequently asked questions
Do I have to share customer data with foreign customs?
Yes, customs clearance often requires sender, recipient and goods details. Share only what customs need and document the legal basis for the transfer.
How long can I keep customs data?
Retention depends on legal retention rules (for example tax law) and your internal deletion policy. Record retention periods in your processing register and delete unneeded personal data.
Can I use cloud providers outside Switzerland?
Yes, but check legal implications. Ensure the provider implements adequate safeguards. Document transfers, storage location and technical-organisational measures.
Do I need consent for every cross-border shipment?
Not always. If data processing is necessary for contract performance or legal obligation, separate consent is not required. Still, inform affected persons clearly.