Privacy Policy

legal

Privacy Policies

https://www.boffice.cloud/about-us

Accepting this policy, you, as the Data Subject, freely, expressly, and in advance authorize the processing of your information by Backoffice S.A.S., its strategic partners, subsidiaries, affiliated companies, and parent companies.

The purpose of this processing is to comply with the obligations arising from commercial transactions conducted both online and in person.

LEGAL FRAMEWORK

Backoffice S.A.S. strictly complies with Law 1581 of 2012, Decree 1377 of 2013, and all other applicable regulations. We guarantee the protection of the rights to privacy, confidentiality, and reputation in accordance with the principles of legality, transparency, and confidentiality.

As the data subject, you have the right to:

1. Access, update, and correct your personal data.

2. Request the deletion of your data or revoke your consent (unless there is a legal or contractual obligation to retain the data in the database).

3. Access your processed personal data free of charge.

¿WHO IS RESPONSIBLE FOR YOUR DATA?

We, Backoffice S.A.S., a legally incorporated business entity with Tax ID No. 901.972.156-9, located in the city of Bogotá. We have established this Privacy Policy with the aim of safeguarding and protecting the information of the data subjects whose data is collected during our business activities.

This policy applies to all personal data provided to Backoffice S.A.S., whether in the context of a business or individual relationship.

¿WHAT DO THE FOLLOWING TERMS MEAN IN THIS DOCUMENT?

Authorization: The Data Subject’s prior, express, and informed consent to process personal data.

Database: An organized set of personal data that is subject to processing.

Personal data: Any information linked to or that can be associated with one or more identified or identifiable natural persons.

Private data: Data that, due to its intimate or confidential nature, is only relevant to the user who owns it.

Public Data: Public data includes, among other things, data relating to a person’s marital status, profession or trade, and their status as a business owner or public servant. This data may be obtained and disclosed without reservation, regardless of whether it pertains to general, private, or personal information.

Semi-private data: Semi-private data is information that is neither intimate, confidential, nor public in nature, and whose knowledge or disclosure may be of interest not only to the data subject but also to a certain sector or group of people or to the public at large, such as financial and credit data related to commercial activity.

Sensitive data: Sensitive data refers to data that affects the privacy of the Data Subject or whose misuse may lead to discrimination against the Data Subject, such as data revealing racial or ethnic origin, political views, religious or philosophical beliefs, membership in trade unions, social organizations, human rights organizations, or organizations promoting the interests of any political party, among others.

Data Processor: A natural or legal person, public or private, who, either alone or in association with others, processes personal data on behalf of the Data Controller.

Minors: Children between the ages of 0 and 12 and adolescents between the ages of 13 and 18.

Data Controller: A natural or legal person, public or private, who alone or jointly with others, determines the purposes and/or means of processing.

Third Parties: Natural persons whose personal or sensitive data is recorded, processed, and/or managed by the data subject.

Data Subject: A natural person whose personal data is subject to processing.

Processing: Any operation or set of operations performed on personal data, such as collection, storage, use, dissemination, or deletion.

¿WHAT IS THE OBJECTIVE OF THE POLICY?

To establish the criteria for the collection, storage, use, sharing, and deletion of personal data processed by Backoffice S.A.S.

To define the framework of our obligations when we proceed to store your personal data. Backoffice S.A.S. hereby declares that it guarantees the rights to privacy and confidentiality in the storage of personal data, and consequently, our actions will be governed by the principles of legality, purpose, freedom, accuracy, quality, transparency, access and restricted circulation, security, and confidentiality.

All individuals who provide Backoffice S.A.S. with any type of information or personal data may access, update, and correct it.

¿WHAT IS THE SCOPE OF OUR POLICY?

This policy applies to all personal information collected by Backoffice S.A.S. With regard to this information, Backoffice S.A.S. acts as the data controller.

¿WHAT PRINCIPLES DOES BACKOFFICE S.A.S. FOLLOW WHEN PROCESSING YOUR DATA?

To ensure the protection of your personal data, Backoffice S.A.S. will apply the following principles in a harmonious and comprehensive manner:

Principle of Legality in Data Processing: Data processing is a regulated activity, which must be subject to the current and applicable legal provisions governing the matter.

Principle of Purpose: The processing of personal data must serve a legitimate purpose in accordance with the Political Constitution of Colombia, which must be communicated to the respective data subject.

Principle of Freedom: The processing of personal data may only be carried out with the prior, express, and informed consent of the data subject. Personal data may not be obtained or disclosed without prior authorization, or in the absence of a legal, statutory, or judicial mandate that waives the requirement for consent.

Principle of Truthfulness or Quality: Information subject to the processing of personal data must be truthful, complete, accurate, up-to-date, verifiable, and understandable. The processing of partial, incomplete, fragmented, or misleading data is prohibited.

Principle of Transparency: In the processing of personal data, Backoffice S.A.S. will guarantee the Data Subject the right to obtain, at any time and without restriction, information regarding the existence of any type of personal information or data that is of interest to them or to which they are the data subject.

Principle of restricted access and circulation: The processing of personal data is subject to the limits derived from the nature of such data, the provisions of the law, and the Constitution. Consequently, processing may only be carried out by persons authorized by the data subject and/or by persons provided for by law. Personal data, except for public information, may not be made available on the internet or other means of mass dissemination or communication, unless access is technically controllable to provide restricted access only to the data subjects or third parties authorized by law.

Principle of Security: Information subject to processing by Backoffice S.A.S. must be handled using the technical, human, and administrative measures necessary to ensure the security of the records, preventing their alteration, loss, unauthorized or fraudulent consultation, use, or access.

Principle of Confidentiality: All individuals at Backoffice S.A.S. who administer, manage, update, or have access to any type of information contained in databases. are obligated to ensure the confidentiality of the information; therefore, they agree to keep strictly confidential and not disclose to third parties any information they may become aware of in the performance of their duties, except in cases expressly authorized by data protection law. This obligation persists and will remain in effect even after the termination of their employment or involvement in any of the tasks related to data processing.

PURPOSES FOR WHICH BACKOFFICE S.A.S. PROCESSES YOUR DATA

Backoffice S.A.S. may collect your personal data and subsequently share it with its affiliated companies, subsidiaries, agencies, or, if applicable, its respective corporate group. Backoffice S.A.S. will specifically administer and manage the information for the following purposes:

1. Maintain a user registry. This data may be stored on both our own and third-party equipment or software, located in Colombia and/or abroad.

2. Compile statistics, reports, and analyses regarding the services purchased. These may be generated using Google Analytics, HubSpot, Bitrix, or similar tools.

3. Contact the data subject via electronic or telephone means to send commercial offers related to the services offered by Backoffice S.A.S.

4. Contact the data subject via electronic or telephone means to send satisfaction surveys related to the services provided.

5. Provide data subjects with information about the contracted services, address their general inquiries, and/or properly register them in our databases.

6. Provide information and commercial offers from our partners, as well as special discounts in cases where you are a customer of theirs or viceversa.

7. Print and issue certificates of attendance or compliance with the required criteria.

8. Offer employment opportunities to participants based on the requirements of companies partnered with Backoffice S.A.S.

9. Process your data using “Big Data” models, that is, the general analysis of structured, semi-structured, and unstructured data in order to obtain information related to our customers’ preferences without identifying them individually.

10. We use cookies to improve the user experience and provide commercial information related to their preferences, behaviors, browsing habits, purchases made, and surveys completed.

Backoffice S.A.S. will never make the personal data provided by data subjects available to anyone other than its partners. Personal data will only be processed by our staff, contractors hired by our company for this purpose, and/or officials duly authorized by our partners.

Backoffice S.A.S. will never sell, distribute, or transfer personal data to any other third party without the customer’s authorization. Exceptions are listed under the heading “LACK OF AUTHORIZATION BY THE CUSTOMER.”

Backoffice S.A.S. uses cloud storage to store collected data. At no time is this data available to any other person or entity outside our company, except in cases where it is to be transferred to our partners.

Backoffice S.A.S. uses various channels to collect personal data, including our website, software, social media, and support chat.

Backoffice S.A.S. is not responsible for the customer’s personal data stored directly on social media platforms (Facebook, Instagram, Twitter, among others), since such data is part of the user’s account registered on that platform.

Backoffice S.A.S. only collects, processes, stores, and manages the data that the data subject provides in the forms provided on such platforms and that are subsequently sent to Backoffice S.A.S.

PROCESSING OF MINORS' DATA

The processing of this data will ensure that the fundamental rights of minors are upheld and respected, and at no time will it infringe upon their privacy or integrity. The data controller must obtain the necessary authorization from the minor’s legal guardian to ensure that the data is processed in accordance with the law and for the purpose communicated to the responsible adult.

OBLIGATION TO PROVIDE INFORMATION PRIOR TO THE COLLECTION OF PERSONAL DATA

Backoffice S.A.S., in its capacity as the entity responsible for the administration and management of personal data, shall have the duty to inform third parties directly, fully, and in a timely manner of the following:

The processing to which their personal data will be subjected and the purpose of such processing.
The optional nature of responding to questions asked of you, when these concern sensitive data or the data of children and adolescents.
The rights to which you are entitled as the data subject.
The identification, physical or electronic address, and telephone number of the data controller.

¿WHAT ARE BACKOFFICE S.A.S.'S OBLIGATIONS AS THE DATA CONTROLLER?

Backoffice S.A.S. will use your information solely and exclusively to fulfill the functions and obligations arising from various transactions conducted through e-commerce or in person at our retail locations, as well as to manage the legal relationships we have with our employees, executives, and staff. In turn, we will use such information for statistical, marketing, and contact purposes, as well as to send documentation, information, promotions, details about our own events or those of our partners, and notifications, among other things, unless you expressly or verbally request that your data be deleted, corrected, or removed from our database.

When engaging in any activity with Backoffice S.A.S., whether in person or via electronic means, you must expressly or tacitly give your consent for the handling of your information. Consent must be freely given, prior, express, and informed on your part as the Data Subject for the processing of your personal data, except in cases expressly authorized by law.

You may provide your consent in the following ways: (i) verbally at the time of purchase, (ii) in writing, and (iii) when you accept the terms and conditions of the business relationship and this privacy policy.

¿WHEN IS CONSENT NOT REQUIRED FOR THE PROCESSING OF YOUR PERSONAL DATA?

When such information is requested by a public or administrative entity in the exercise of its constitutional or legal functions.

When there is a court order requiring it.
In cases of medical and/or health emergencies.
Processing of information authorized by law for historical, statistical, or scientific purposes.
Data related to the civil registry of individuals.
Other cases established by law.

¿WHAT ARE YOUR RIGHTS AS A DATA SUBJECT?

To access, update, correct, and request the deletion of your Personal Data from the Backoffice S.A.S. database.
To be informed of the purposes for which your Personal Data is being used.
File complaints and claims with the relevant authorities and with Backoffice S.A.S.
Receive a clear and complete response.
Revoke the authorization granted to Backoffice S.A.S. for the processing of your Personal Data.
Any other rights established by law.

¿WHAT ARE BACKOFFICE S.A.S.’S OBLIGATIONS REGARDING YOUR PERSONAL DATA?

To request your authorization to process your Personal Data and inform you of how it will be used.
To recognize your right to exercise the fundamental right of habeas data.
Use the information under conditions of maximum security to prevent its loss, manipulation, alteration, or fraudulent use.
Update or correct the information when you request it.
Any other obligations established by law.

¿HOW CAN I EXERCISE MY DATA ACCESS RIGHTS WITH BACKOFFICE S.A.S.?

¡It’s very easy!

You must follow the procedure explained below:

You must send your request to Backoffice S.A.S. or its representatives via email to: info@boffice.cloud, fully identifying yourself as the Data Subject, providing a detailed description of the facts giving rise to your request, and attaching any relevant documents.

The complaint must be filed by submitting a request to Backoffice S.A.S., including the Data Subject’s identification, a description of the facts giving rise to the complaint, the address, and any supporting documents you wish to submit.

If Backoffice S.A.S. determines that your request is incomplete, it will send you a request for additional information within five (5) business days of receiving your request so that you may complete it. If two (2) months have elapsed since the date of the request and the applicant has not submitted the required information, it will be understood that the claim has been withdrawn.

Once the complete request is received, Backoffice S.A.S. will add a note to your record in its database stating “claim pending” and the reason for it, within no more than two (2) business days. This note must remain until a decision is made on your request.

The maximum timeframe for responding to your request is fifteen (15) business days, starting from the day after Backoffice S.A.S. received your request. If Backoffice S.A.S. is unable to address your request within that timeframe, it will inform you of the reasons for the delay and the date by which it will respond to your request, which in no case may exceed eight (8) business days following the expiration of the initial timeframe.

You may only file a complaint with the Superintendency of Industry and Commerce once you have exhausted the request process with Backoffice S.A.S. as the Data Controller or Data Processor of your Personal Data.

COOKIES NOTICE

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