OTHER USES BY NATURE OF OUR TRANSACTIONS

In addition, we may use your personal information depending on your transactions with us in any of the following means:

A. When you want to become a part of our team:

• To consider and evaluate your suitability for employment and, with your permission, inform and consider you for future job
  opportunities that may be of interest to you;
• To communicate with you about your employment application;
• When hired, to process your data necessary for your employment such as, but not limited to, payroll, benefits application,
  allowances and refunds processing, tax processing, retirement benefits, and other purposes that demand processing of your
  personal data (e.g., business travels, anniversaries, social activities, emergencies, and so on);
• When hired, for your performance evaluation and career development including seminars, trainings, workshops, and compliance
  monitoring,
• When hired, to process your data necessary to execute business transactions such as preparation and/or approval of business
  documents and any other functions that are directly related and/or incidental to your job and that will demand processing of your
  personal data; and,
• Upon separation, to process your data for the exit interview and preparation of final pay.

B. When you inquire or purchase our products:

• To assist you in your purchase;
• To conduct appropriate credit investigation to assess the risk of you defaulting on your obligations to COPYLANDIA;
• To administer the sale of equipment, consumables and parts, and prepare all necessary sales documentation as a result of our
   transaction;
• To execute contracts or provide information/services concerning the products you purchased or will purchase;
• To ensure the due delivery and proper installation of the equipment you purchase;
• To monitor and assist you in the periodic maintenance and servicing of the machines you have purchased;
• To process and respond to any complaints, inquiries and requests made by you;
• To update our records and keep your contact details and billing address up to date;
• To perform all financial processes related to your purchase of our products;
• To perform other processes related to or in connection with our business, including those processing or disclosure that may be
  required under law or regulations.

C. When you are a vendor, a potential vendor, or a contractor:

• To conduct appropriate due diligence checks;
• To evaluate your proposal including your manpower, technical and operational capacity;
• To assess the practicability of your proposal and process your accreditation;
• To communicate the result of your proposal and to execute a letter of award together with the contract;
• To perform any other action as may be necessary to implement the terms and conditions of our contract; and,
• To perform other processes related to or in connection with our business, including those processing or disclosure that may be
  required under law or regulations.
• To contact you when we require your services

D. When you have a message for our Customer Service:

• To address your concerns and assist you with your property needs

What type of personal data do we collect?

We collect information to provide you with details and information regarding our products, services, and promotions, as well as to cater to your particular needs and interests through tailor-fitted services and solutions. We process information also to respond to your inquiries or manage future interactive user function. The common type of data collected by COPYLANDIA from you, generally includes the following:

• Personal information such as full name, nickname, home address/billing address/shipping address, e-mail address, employment
  information, telephone, other personal contact numbers, username and password;
• Sensitive personal information such as age, nationality, marital status, gender, health, education and government issued
  identification document which includes, but not limited to identity (ID) cards, licenses, social security number;
• Employment record such as educational background, employment history, certifications, trainings attended, resume and income
  information of your previous jobs.

You are responsible for ensuring that all data, whether personal information, sensitive personal information or privileged information, you submit to COPYLANDIA is accurate, complete and up-to-date.

How do we collect, acquire or generate your data?

We collect data when you:

• Submit a job application;
• Submit a proposal and related business documents;
• Fill-out our forms and submit necessary documents;
• Submit information through any form on our digital platforms or contact us through any of our social media accounts;
• Purchase or avail of any of our products, services and promos;
• Respond to surveys, promotions, and other marketing and sales initiatives;
• Provide personal information in relation to inquiries, requests, and complaints
• Subscribe to our newsletter by indicating your email address; and,
• Disclose your personal information through phone calls, emails, SMS or verbal communication with our authorized
  representatives.

Do our websites use web analytics?

This service does use cookies or web beacons.  Cookies are small files that our website puts on your browser to store information about your preferences. Cookies can improve your browsing experience by allowing our website to remember your preferences or letting you avoid signing in each time you visit our website. If you don’t want our website to store cookies on your PC, you can block cookies. But blocking cookies might prevent some pages from displaying correctly, or you might get a message from our website letting you know that you need to allow cookies to view our website.

For you to fully enjoy your visit and browsing experience, only unidentifiable web traffic data are collected and analyzed, including:

• Your internet protocol (IP) address;
• The search terms you used;
• The pages and internal links accessed on our site;
• Demographics limited to the date and time you visited the site, including frequency of visits;
• Geolocation;
• Your operating system; and
• Web browser type.

Use the options in your web browser if you do not wish to receive cookies or you wish to set your browser to notify you when you receive cookies. Click on the “Help” section of your browser to learn how to change your cookie preferences. If you disable all cookies, you may not be able to take advantage of all the features of this website.

What about the links to third-party websites?

From time to time, we will provide links to third-party web sites, or advertisements which contain links to third-party sites. These links are provided as a service to you and we do not provide any personal data to these websites or advertisers, and therefore, we will not accept responsibility for their privacy practices. These sites are operated by independent entities that have their own privacy policies which you should review as well. COPYLANDIA’s Privacy Policy does not apply to such other sites or to the use that those entities make of your information. COPYLANDIA has no control over the content displayed on such sites, nor over the measures, if any, that are taken by such sites to protect the privacy of your information.

Who do we share your personal data with?     

As a general rule, we are not allowed to share your data to third party entities, except in limited circumstances as listed below.

By giving your consent, you authorize COPYLANDIA to disclose your personal data to accredited/affiliated third parties or independent/non-affiliated third parties, whether local or foreign in any of the following circumstances:

• As necessary for the proper execution of processes related to the purposes declared in this Privacy Policy.
• The use or disclosure is reasonably necessary, required or authorized by or under law (such as for criminal investigation, as
  requested by court of law).

This means we might provide your personal data to the following:

• Any member of COPYLANDIA, its directors, officers, employees, duly authorized representatives, or contractors;
• Our affiliates, sister and related companies or organizations, including their sub-contractors or prospective business partners that
  act as our service providers and contractors;
• Any authority, regulator, supervisory, enforcement agency, exchange, court, quasi-judicial body or tribunal;
• Third party service providers and vendors including credit card processors, data analytics, marketing services, customer support
  providers, and IT service providers who are bound by an obligation of confidentiality. They will have access to your personal data
  only as necessary to perform their requested function on your behalf, and if they have adequate security and privacy standards
  acceptable to COPYLANDIA;
• Professional advisers including accounting, tax, financial or legal counsel;
• Anyone we consider necessary for purposes of providing you products and services and other purposes mentioned above.

What is our Privacy Policy regarding children?

COPYLANDIA is very sensitive to privacy issues and it is especially careful in its communications with children. COPYLANDIA would never directly collect personal data from children without the parent’s consent.

Personal data pertaining to children and collected from their parents is used by COPYLANDIA or other entities that provide technical fulfillment or other services to COPYLANDIA (for example, services intended to improve our services/web sites, and fulfilling requests or administering promotions). These personal data are not sold.

Meanwhile, we urge parents to regularly monitor and supervise their children’s on-line activities.

How do we protect your personal data?

We take reasonable steps to ensure that the personal data we collect, use or disclose are accurate, complete, and up-to-date. We strictly enforce this Privacy Policy within COPYLANDIA and we have implemented technological, organizational and physical security measures to protect your personal data from loss, misuse, modification, unauthorized or accidental access or disclosure, alteration or destruction. We put in effect safeguards such as the following:

• We keep and protect your personal data using a secured server behind a firewall, deploying encryption on computing devices and
  physical security controls.
• We restrict access to your personal data only to qualified and authorized personnel who hold your personal data with strict
  confidentiality.
• Any personal data that you provide on https://www.copylandia.com is initially processed and stored by the website. Using a
  secured connection, only authorized COPYLANDIA personnel can then access and download your personal data from the system.

It is important for you to protect against unauthorized access to your password and to your device. Be sure to sign-off when finished using a shared computer.

Where and how long do we keep your personal data?

All data are preserved in accordance with the following retention standards:

• If the data subject has an existing contract and transaction with COPYLANDIA, the information will be retained all throughout the
  contract period and 5 years after its completion.
• If the data subject has no existing contract but has existing transaction with COPYLANDIA, the information will be retained during
  the transaction and 5 years after its fulfillment.
• If the data subject has no existing contract and transaction with COPYLANDIA, the information will be retained for a period of 2
  years.

Personal data are stored in our facilities located in the Philippines and are retained in accordance with the above parameters, industry standards, laws and regulations, unless you request that your personal data be deleted from our systems, databases and hardcopies immediately. Once deleted, your personal data will no longer be searchable or included in anonymous searches and will be completely removed from all the storage location.

The Data Protection Officer may, however, choose not to grant access or correct information based on the request following laws and regulations. He/she will give the individual a written notice that sets out the reason for the refusal.

What if there are changes in our Privacy Policy?

COPYLANDIA may revise this Privacy Policy as the need arises or when dictated by issuances of the National Privacy Commission or any amendment to the Data Privacy Act. Any change to this Privacy Policy shall be duly posted in this website and will take effect immediately. Data subjects are encouraged to periodically check for such updates. Changes shall not be retroactively applied and will not alter how we handle personal data previously collected without obtaining your consent, unless required by law.

What are your rights as data subjects?

As Data Subjects, you have the following rights:

• Right to be informed. You have the right to be informed whether your personal data is being, or has been processed, including
  the existence of automated decision-making and profiling, including any personal data breach which is likely to result in a risk for
  your rights and freedoms.
• Right to object. You have the right to object to the processing of your personal data, including processing for application, direct
  marketing, automated processing or profiling. You may also opt NOT to receive marketing information from COPYLANDIA. Opting
  and objecting out means that COPYLANDIA will not proceed processing your personal data.
• Right to Access. You have the right to reasonable access, upon written request, to the contents of your personal data that were
  processed. You also have the reasonable right to know the manner by which these were processed; the sources from which these
  were obtained; the recipients and reasons for disclosure, if any; date when your information was last modified; and information on
  automated processes where your information will be used as the sole basis for any decision that may significantly affect you.
• Right to rectify erroneous data. You have the right to correct any error in the personal data and if warranted, request immediate
  rectification.
• Right to erase or block (right to be forgotten). You have, based on reasonable grounds and the public interest in the availability of
  the data, the right to suspend, withdraw or order the blocking, removal or destruction of your personal data from COPYLANDIA’s
  filing system, without prejudice to COPYLANDIA continuing to process personal data for commercial, operational, legal and
  regulatory purposes.
• Right to secure data portability. Where personal data is processed by electronic means and in a structured and commonly used
  format, you have the right to obtain from COPYLANDIA a copy of such data in an electronic or structured format that is commonly
  used and allows your further use.
• Right to be indemnified for damages. You shall be indemnified for any damages sustained due to such inaccurate, incomplete,
  outdated, false, unlawfully obtained or unauthorized use of personal data, taking into account any violation of your rights and
  freedoms as a data subject.
• Right to File a Complaint. You may file a complaint or exercise your rights above by reaching out to us through the contact details
  provided below. You may also raise privacy concerns to the applicable authority in your jurisdiction.

How can you access, correct and update the personal data we have about you?

To exercise your rights which include right to access, modify, erase and object to processing your personal data within a reasonable time after such request or should you have any inquiries, feedback on this Privacy Policy, and/or complaints to COPYLANDIA, you may reach us through our “Contact Us” menu on our website, through a written letter or through an email to our Data Protection Officer or our Customer Service Action Team.

Our contact details are as follows:

Data Protection Officer / Customer Service Action Team
COPYLANDIA Office Systems Corporation
718 Bumatay Street, Mandaluyong City 1550
(02) 8535 8535
(02) 0917 653 3600
dpo@copylandia.com

You may also lodge a complaint before the National Privacy Commission (“NPC”). For further details, please refer to NPC’s website: https://privacy.gov.ph/mechanics-for-complaints

Any action to a request for correction, erasure and/or objection to process your personal data as it appears in our records is subject to applicable laws and/or the DPA, its IRR and other issuances of NPC.