Privacy Policy

1. Information We Collect

We collect the following information when you use our website or contact us:

• Contact details you give us through our quote and contact forms: your name, email address, phone number, and company name.
• Your answers about your project: the systems you need, your role in the business, company size, timeline, budget range, and any requirements you describe.
• Whether you agreed to receive marketing emails from us.
• The page you submitted the form from and, if you accepted cookies, the pages you visited and how you arrived at our site (such as a search engine, an ad, or a link with campaign tags).
• Technical information such as your IP address, browser type, and device, collected through cookies if you accept them, and in our server logs for security.

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiry and provide information about our services and products.
• Prepare proposals and communicate with you about potential engagements.
• Send you updates, case studies, and offers, only if you opted in. You can unsubscribe at any time through the link in any email.
• Understand how visitors find and use our website, and measure the performance of our advertising, only if you accept cookies.
• Keep our website and forms secure and prevent spam.
• Comply with legal and regulatory obligations.

3. How We Prioritize Inquiries

When you submit our quote form, your answers about your role, budget, and timeline are used automatically to decide how quickly our sales team follows up and which page you see next. This affects only the order and manner of our follow-up. It does not produce any legal effect on you, and every inquiry is kept and can be reviewed by our team. You may ask us to review how your inquiry was handled.

4. Legal Basis for Processing

We process personal information in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and issuances of the National Privacy Commission. We process your inquiry details to take steps at your request before entering into a contract. We rely on your consent for marketing emails and for analytics and advertising cookies. We rely on our legitimate interest to keep the website secure.

5. Service Providers

We do not sell your personal information. We share it only with the service providers below, who process it on our behalf and under their own security and confidentiality obligations, or when required by law:

• HubSpot, Inc.: our customer relationship management (CRM) system, where inquiries and contact details are stored, and which we use to send marketing emails if you opted in. If you accept cookies, HubSpot also records your visits to our website and links them to your inquiry.
• Loops (Astral Labs, Inc.): sends internal email alerts with your inquiry details to our sales team.
• Google LLC (Google Analytics): measures website traffic and usage, if you accept cookies.
• Meta Platforms, Inc. (Meta Pixel): measures the results of our ads on Facebook and Instagram and helps us show ads to people likely to be interested, if you accept cookies.
• Vercel Inc.: hosts our website and processes the requests your browser sends to it.

6. International Transfers

Our service providers are based outside the Philippines, mainly in the United States, and your information may be stored and processed there. We use providers that maintain recognized security standards, and we remain responsible for your information under the Data Privacy Act when it is processed on our behalf.

7. Cookies

When you first visit our website, we ask whether you accept analytics and advertising cookies. These cookies are not set unless you click Accept. You can change your choice at any time using the Cookie Settings link in the footer of every page. If you withdraw consent, we remove these cookies from our website and stop loading the tools that set them.

If you accept, the following cookies may be set:

• Google Analytics (_ga, _ga_*): distinguish visitors and sessions to measure traffic. Kept for up to 2 years.
• Meta Pixel (_fbp, _fbc): measure ad performance and build ad audiences. Kept for up to 90 days.
• HubSpot (hubspotutk, __hstc, __hssc, __hssrc): track visits and connect them to your inquiry if you submit a form. Kept for up to 6 months.
• Without cookies, our forms still work. We also store your cookie choice in your browser so we don't ask again on every visit.

8. Data Retention

We keep personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law. Inquiry data is retained for [retention period] unless it becomes part of an ongoing engagement. If you unsubscribe from marketing emails, we keep only a record of that request so we don't email you again.

9. Data Security

We implement reasonable organizational, physical, and technical measures to protect your personal information against unauthorized access, loss, or misuse. However, no method of transmission over the internet is completely secure. If a breach affecting your personal information occurs, we will notify you and the National Privacy Commission as required by law.

10. Your Rights

Under the Data Privacy Act of 2012, you have the right to:

• Be informed about how your personal data is processed.
• Access the personal data we hold about you.
• Object to processing and withdraw consent, including for marketing emails and cookies.
• Correct inaccurate or incomplete data.
• Request erasure or blocking of your data.
• Data portability.
• Be compensated for damages resulting from inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your personal data.
• Lodge a complaint with the National Privacy Commission.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes take effect when posted on this page, and the "Last updated" date above will be revised accordingly. If we add new tracking tools, we will ask for your cookie consent again.

12. Contact Us

For questions about this policy or to exercise your rights, contact our Data Protection Officer at [DPO email] or write to NinjaWorx Incorporated, [registered address].