Privacy Policy

This policy describes how HACIEN intends to handle public website, inquiry, RFQ, and support data under the principles of transparency, legitimate purpose, and proportionality.

We are clear and upfront about the types of information we collect, the purposes for which we process it, and who we share it with.

We only collect and process data for specified, legitimate, and declared commercial and operational purposes.

We limit our data collection to the minimum information necessary to process your inquiries, RFQs, support requests, and transactions.

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.

Personal information about an individual's race, ethnic origin, marital status, age, color, religious/philosophical/political affiliations, health, education, genetic or sexual life, regulated identification numbers, or any information specifically established by law to be kept confidential.

The individual whose personal, sensitive personal, or privileged information is being processed.

Any operation or set of operations performed upon personal information, including collection, recording, organization, storage, updating, modification, retrieval, consultation, use, consolidation, blocking, erasure, or destruction.

Refers to HACIEN, which controls the collection, holding, processing, or use of personal information.

We collect several categories of information depending on how you interact with our Website, RFQ Gateway, and communication channels.

Full name and salutation, corporate/business organization name, official job title or department, business email address and alternative contact emails, landline number, mobile number, fax number, and physical office, billing, and delivery addresses.

Product lists, part numbers, quantity requirements, implementation scopes, BOQ spreadsheets, system designs, infrastructure specifications, budget estimates, purchase timelines, competitor quotes, vendor relationship notes, and support history.

Internet Protocol address, city/country-level geographic location, browser type, version, language settings, operating system, referral source, page views, duration of visit, navigation paths, and timestamps of submissions and system interactions.

You fill out forms on our Website, upload files through the RFQ Gateway, or communicate through a public HACIEN inquiry path.

As you browse the Website, technical diagnostic systems and tracking cookies may collect metadata regarding your equipment, browsing actions, and usage patterns.

We may receive business contact details from technology manufacturers, OEMs, distributors, or corporate referrals when they request HACIEN to coordinate a local commercial quotation or integration on your behalf.

Reviewing BOQs, specification sheets, and project scopes; preparing RFQ context; routing clarification; and preparing request-specific quotation or support communication where appropriate.

Registering opportunities with technology vendors and OEMs, archiving inquiry histories and email logs for relationship continuity, routing support, analyzing submissions and IP logs, blocking spam, securing web forms, preventing fake RFQs, and mitigating cybersecurity attacks.

Handling records, security incidents, lawful requests, and regulatory obligations when applicable to a specific inquiry, transaction, or legal requirement.

Files uploaded through the RFQ Gateway, such as Excel files, PDFs, Word documents, and CAD diagrams, are stored in website/RFQ systems or private working systems used for request review. Access should be limited to personnel involved in the inquiry or quotation review.

Documents containing proprietary network designs, infrastructure plans, or project specifications should be handled as confidential inquiry material and shared only when needed for request review, quotation preparation, supplier coordination, or legal requirements.

Visitors must not upload files containing personal identification documents, private employee records, credit card credentials, or software source code unrelated to the requested IT procurement.

The Website uses small text files called cookies to maintain session integrity, remember form selections, and gather basic web traffic analytics.

We may use analytics services, such as Google Analytics, to understand how visitors interact with the Website. These tools process anonymized IP addresses and usage patterns.

You can set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable cookies, some sections of our Website or forms may not function correctly.

HACIEN implements industry-standard safeguards to secure personal and corporate information.

We use SSL/TLS encryption for all data transmitted via web forms. Access controls, firewalls, and server-side monitoring are active. Email and file servers are protected by multi-factor authentication.

Access to offices, paper files, and terminal devices containing customer database registries is restricted to authorized HACIEN staff.

HACIEN employees and sub-contractors are bound by strict non-disclosure agreements and receive training on basic data privacy practices in line with RA 10173.

HACIEN does not sell, lease, or trade personal data to marketing companies. We disclose information only to authorized partners under strict operational conditions.

Sharing client names and configurations for deal registration and discount activation, such as registering Microsoft Azure, AWS, Fortinet, or Cisco quotes.

Sharing specifications to check stock and negotiate project pricing.

Disclosing delivery addresses, names, and contact numbers to courier services or shipping companies for delivery.

Some data may be processed on cloud infrastructure hosted outside the Philippines, such as Google Workspace, Microsoft 365, or AWS cloud servers. HACIEN seeks to use cloud providers that maintain strict data privacy compliance standards.

HACIEN retains inquiry, RFQ, support, and relationship records only as long as needed for the relevant business, legal, operational, or support purpose.

Where a formal transaction creates accounting, tax, or legal records, retention requirements are handled according to the applicable law, formal document, and finance/accounting review.

Records that no longer need to be retained should be deleted, anonymized, or disposed of using an appropriate method for the record type.

Under the Data Privacy Act of 2012, individuals are entitled to statutory rights over their personal information.

The right to know if your personal data is being collected, processed, stored, or shared.

The right to request reasonable access to your personal data held by HACIEN.

The right to dispute and demand correction of inaccurate, outdated, or incomplete data.

The right to request removal, suspension, or destruction of personal data from HACIEN's systems, provided there is no outstanding legal, tax, or contractual obligation to retain it.

The right to object to the processing of your personal data, including for marketing purposes.

The right to obtain a copy of your personal data in a structured, commonly used, and machine-readable format.

The right to be indemnified for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal data.

The right to file a complaint before the National Privacy Commission if you believe HACIEN has violated your privacy rights.

To exercise any data subject right, submit a request through HACIEN's public contact path and clearly identify the privacy request.

To protect privacy and security, HACIEN may verify the requester's identity before acting on the request. Response timing depends on the nature of the request and applicable law.

In the event of a security incident or data breach involving personal information, HACIEN will assess the incident, take appropriate containment steps, and handle notifications required by applicable law.

Public privacy statements remain bounded to the website and inquiry paths and do not replace any specific agreement, legal requirement, or regulator instruction.

HACIEN reserves the right to modify, amend, or update this Privacy Policy at any time to comply with new regulations, reflect updates in operational technology, or improve security practices. Any changes will be posted directly on this page with the modified Last Updated date.