At Akubo, we value our customers’ privacy with utmost importance. We would like to inform you that we are taking the necessary steps to keep your personal information protected and secured.

This Privacy Manual is hereby adopted in compliance with Republic Act No. 10173 or the Data Privacy Act of 2012 (DPA), its implementing Rules and Regulations, and other relevant policies, including issuances of the National Privacy Commission. 

This document shall inform you of our data protection and security measures, and may serve as your guide in exercising your rights under the DPA.

Definition of Terms

• “Data Privacy Act or DPA” refers to Republic Act No. 10173 or the Data Privacy Act of 2012. 
• “Company” refers to Akubo Software Philippines, Inc.
• “Platform” refers to Akubo CRM (a cloud-based database software).
• “Data Subject” refers to an individual whose personal information is processed by the company. It may refer to officers, employees, consultants, and clients of this company.
• “Personal Information” refers to any information whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual.
• “Constituent Data” refers to the information stored by data subject into the company’s platform.
• “Subscription” refers to the type of service that the data subject can avail if they wish to store constituent data into the platform.
• “Subscription Fee” refers to the payment required for the use of the platform.
• “Processing” refers to any operation or any set of operations performed upon personal information including, but not limited to, the collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure or destruction of data.

Scope and Limitations

All personnel of this company, regardless of the type of employment or contractual arrangement, must comply with the terms set out in this Privacy Manual.

Processing of Personal Data

A. Collection

• • What personal information do we collect?
    • This company collects the basic contact information of clients and customers, including their full name, address, email address, contact number, together with the type of service they would like to avail.
    • We may also collect information relating to you that you provide to us directly through the use of our platform or indirectly through the use of our website, online accounts, through our representatives or otherwise.
  • How do we collect your personal information?
    1. Personal information are directly collected from you unless it is unreasonable to do so. We may collect in the following ways:
       1. when you complete a sign up form for a trial account on our website;
       2. during conversations between you and our representatives;
       3. directly from you or the organization you work for; and
       4. when you complete one of our forms during trainings or seminars with us. 

B. Use

• We collect personal information about you so we can provide the best possible quality service. Collected personal information are used for the following purposes:
  • to answer inquiries and provide information about our services;
  • for access control, safety and identification services;
  • for training purposes; and to send information requested by you;
  • for general communication purposes; and
  • to update your records and keep your contact up to date.
• Your personal information will not be shared, disclosed or sold other than as described in this manual.

C. Storage, Retention and Destruction

• Storage
  • This company will ensure that personal information and constituent data under its custody are protected against any accidental or unlawful destruction, alteration and disclosure as well as against any other unlawful processing. The company will implement appropriate security measures in storing collected personal information, depending on the nature of the information.
• Retention and Destruction
  • All personal information will be stored for as long as necessary for the provision of services or as required by contractual obligations. Constituent data stored within our platform will be permanently deleted 90 days from the termination date of the subscription.

D. Access

• Due to the sensitive and confidential nature of the personal information and constituent data under the custody of the company, only the client and the authorized representative of the company shall be allowed to access such personal information, for any purpose, except for those contrary to law, public policy, public order or morals.

E. Disclosure and Sharing

• All employees and personnel of the company shall maintain the confidentiality and secrecy of all personal information that come to their knowledge and possession, even after resignation, termination of contract, or other contractual relations. Personal information under the custody of the company shall be disclosed only pursuant to a lawful purpose, and to authorized recipients of such data.

Inquiries and Complaints

If you believe your privacy has been breached, please contact us through the information located at the end of this document. It is necessary that you provide the details of the incident that can help us in the investigation. We shall confirm with you the receipt of the complaint. If an investigation is needed, we shall inform you of the details, the process, and the estimated completion date.

Upon completion of the investigation, we shall contact you either through call or in writing. We shall discuss with you our conclusions and invite a response to our conclusions. If however, you are unsatisfied with the result, we will advise you with further options, including, if appropriate, review by the privacy officer from the office of the National Privacy Commission.

Contacting Us

If you have any questions or concerns about this Privacy Policy or a complaint regarding a possible breach of your privacy, please contact our Data Protection Officer using the details below.

We will treat your requests or complaints with utmost confidentiality. A representative will contact you after receipt of your request or complaint to discuss your concerns and present you with possible options on how it may be resolved. We will give our best for a timely and appropriate resolution of your request or complaint.

Data Protection Officer

Akubo Software Philippines, Inc.
Gomez Building 2F 140 Burgos Avenue corner BS Aquino Drive Barangay Villamonte Bacolod City, Neg. Occ.
(034) 435 – 2942 
dpo@akubo.com

Date last updated: 18 February 2025