Privacy Policy

AOTXnologies (“we”, “us”, “our”) is the trade name of AOTECH INFORMATION TECHNOLOGY SERVICES, a business name registered with the Department of Trade and Industry (DTI) of the Philippines. We design and build websites, internal tools, and connected business systems. For the personal information described in this policy, we are the personal information controller under the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and issuances of the National Privacy Commission (together, the “Data Privacy Act”).

This policy covers our website, our contact and callback forms, our client workspace, and our work with clients and prospective clients. Where we build or operate systems that process personal information on a client's behalf, the client is generally the controller of that information and we act as its processor under our agreement with them; that information is handled under the client's own privacy notice and our agreement, not this policy.

Information you give us

• Callback and contact requests: your name, work email, phone number, company (optional), the kind of help you need, and what you tell us about your project.
• Emails and calls: what you share when you write to us or speak with us.
• Client engagements: contact details of your team members, project information, and billing details needed to deliver and invoice our services.
• Client workspace accounts: your name, email address, and account credentials if you sign in.

Information collected automatically

• Technical data: IP address, browser and device type, and request logs that our hosting providers record to deliver and secure the website.
• Usage statistics: if we use website analytics, we use a privacy-focused service that does not use cookies or build profiles of individuals, and we only see aggregated figures such as page views and referring sites.

We do not knowingly collect sensitive personal information (as defined in the Data Privacy Act), and we ask that you do not include it in forms or messages.

We process personal information only for these purposes, and on these lawful bases under the Data Privacy Act:

• To respond to your enquiry and call you back — to take steps at your request before entering into a contract, and on the basis of your consent when you submit a form.
• To deliver, support, and invoice our services — to fulfil our contract with you or your organisation.
• To run, secure, and improve our website and workspace — for our legitimate interests in operating a reliable and secure service, balanced against your rights.
• To meet legal, tax, and accounting obligations — to comply with Philippine law.

We do not sell personal information, use it for automated decision-making, or send marketing messages without your consent. You can withdraw consent at any time; this does not affect processing that already took place.

We share personal information only with parties that help us operate, under agreements that require them to protect it:

• BaseOfUI (baseofui.com), which hosts our callback form and stores the answers you submit through it.
• Hosting and infrastructure providers that run our website, workspace, and databases.
• Email and communication providers we use to correspond with you.
• Professional advisers such as accountants and lawyers, where needed.
• Authorities, when required by law, court order, or to protect our rights, property, or safety or that of others.

If our business is reorganised, merged, or sold, personal information may transfer to the successor under the same protections.

Some of our service providers may store or process information outside the Philippines. When that happens, we remain accountable for the information under the Data Privacy Act and use contractual or other reasonable means to ensure it receives a comparable level of protection.

Our public website does not use advertising or tracking cookies. When you sign in to our client workspace, we use strictly necessary cookies to keep you signed in and to protect your session; the workspace cannot work without them.

The callback form is provided by BaseOfUI and loads from its domain. You can block or delete cookies in your browser settings, though signing in to the workspace will then not work.

• Enquiries that do not lead to an engagement: up to 24 months after our last contact, then deleted or anonymised.
• Client records: for the duration of the engagement and afterwards for as long as needed to support the work delivered.
• Accounting and tax records: for the periods required by Philippine law (generally up to 10 years for books of account and supporting documents).
• Workspace accounts: until the account is closed, then deleted within a reasonable period.

We apply organisational, physical, and technical measures appropriate to the information we hold, including encrypted connections (HTTPS), access limited to people who need it, and providers selected for their security practices.

No system is completely secure. If a personal data breach occurs that is likely to put you at real risk of serious harm, we will notify you and the National Privacy Commission as the Data Privacy Act requires.

Under the Data Privacy Act, you have the right to:

• Be informed about whether and how your personal information is processed.
• Access the personal information we hold about you.
• Object to processing, including withdrawing consent you have given.
• Correct information that is inaccurate or incomplete.
• Erasure or blocking of information that is no longer needed or was processed unlawfully.
• Data portability — to receive your information in a commonly used electronic format.
• Damages for harm caused by inaccurate, incomplete, outdated, false, or unlawfully obtained or used information.
• File a complaint with the National Privacy Commission.

To exercise any of these rights, email privacy@aotxnologies.com. We may ask you to verify your identity first, and we will respond within 15 days. You may also contact the National Privacy Commission at privacy.gov.ph.

Our services are intended for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe a minor has sent us information, contact us and we will delete it.

Our website may link to sites we do not operate. Their privacy practices are their own, and we encourage you to read their policies.

We may update this policy when our practices or the law change. We will post the new version here with a new “last updated” date, and where a change materially affects how we use information you have already given us, we will tell you directly and, where required, ask for your consent.

For questions about this policy or your personal information, contact our Data Protection Officer at privacy@aotxnologies.com.