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PRIVACY POLICY AND DATA PROCESSING VGS SOFTWARE LLC.

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At VGS Software, we value your privacy. This privacy policy applies to the processing of personal data by VGS Software, where VGS Software acts as a data controller. The policy outlines the types of personal data that VGS Software processes, how it processes this data, and why. If you provide your personal data to VGS Software through this website (including its subdomains), VGS Software will process your personal data as a controller.

Personal data collected by VGS Software

VGS Software collects data from your interactions with us and our products. The specific data we collect depends on the context of these interactions and the choices you make, including your privacy settings and the features you use. You provide some data to us directly (e.g., contact information and employment information), such as through events or by managing your communication preferences, we collect data about your interactions with and use of our products (e.g., cookies or other electronic trackers and customer relationship management information) and we get data about you from third parties (e.g., information from a VGS Software partner or information about your attendance at a VGS Software sponsored event)”.

When you interact with us, we collect information that is sent to us by your device. This information may include details about the pages you access, your computer’s IP address, your device’s unique identifier or ID, type of device, geolocation data, computer and connection information, as well as mobile network information.

You have the option to choose the technology you will use and the data you will share with us. If we ask you to provide personal information, you can refuse to do so. However, many of our products require some personal information in order to provide you with a service. If you choose not to provide the necessary information, you will not be able to use that product or feature. Similarly, in cases where we need personal information for legal reasons or to enter into or perform a contract with you, we will not be able to proceed if you do not provide the information. We will inform you if your failure to provide personal information results in us not being able to provide you with a product or service. Where providing personal data is optional, certain features, such as personalization, will not work if you choose not to provide personal data.

Applicant Personal Data

When you submit a job application to VGS Software or one of its affiliated companies, we collect additional information related to your job application.

Processing of your personal data when you submit a request directly to VGS Software

When you apply for a job at VGS Software, we will process the following personal data about you: your email address, first and last name, and any other information relevant to the application.

For applicants who apply directly to VGS Software, we use the personal data you provide for employment decisions and other legitimate business purposes, such as analyzing the workforce, learning more about applicants, attracting talented individuals, and providing information about job openings at VGS Software. We also use your data to comply with our legal obligations, including applicable immigration or labor laws, as well as the privacy or security practices of our affiliates, partners, or suppliers that may differ from the VGS Software privacy policy.

Processing of personal data when you submit a request to a VGS Software lead using VGS Software’s Copernico software

When applicants use VGS Software’s Copernico WMS to submit their job application to a VGS Software client (who acts as the controller of their personal data), we share their personal data and our evaluation with the VGS Software client to whom they are applying (or for whom they are already working). Our evaluation uses the information you provide us to assist our clients in building their workforce.

At the request of our client or you, we may disclose your personal data to third parties for the pre-selection process, background verification, credential verification services, or other similar services related to verifying the accuracy of the information you have provided (to the extent permitted by applicable law). If you do not want your personal data (including your test or background results) to be used as described herein, you should not provide it to us. If you do not provide personal data, you will not be able to continue your application on Copernico WMS.

We want to emphasize that when you use VGS Software’s Copernico to submit an application to our client, the client will act as an independent controller of your personal data, while we will process such data on the basis of the client’s processing instructions (as a data processor). Please refer to the privacy policy of the company to which you are submitting the application for relevant information on how your data will be processed. For more details on this, please also read the “Products Provided by Your Organization” and “Personal Data Processed by VGS Software on Behalf of Its Clients” sections of this policy.

How VGS Software uses personal data

VGS Software uses the data we collect about you to provide you with interactive and satisfying experiences. Specifically, we use the data to

  • Provide our products and services, such as this website and other tools, which include updating, securing, and troubleshooting, as well as providing technical support. This also includes sharing data, when necessary to provide the service or other transaction you have requested.
  • Respond to your inquiries, when you contact us as a current or potential customer or partner.
  • Event communications when you provide your personal data, such as your name and contact details, by registering for an event.
  • Improve and develop our products.
  • Personalize our products.
  • Conduct advertising and marketing activities for you, which includes sending promotional communications and targeted advertising.
  • Manage your marketing preferences.
 

We use data for various business purposes, such as analyzing our performance, complying with legal obligations, and developing our workforce. In order to achieve these goals, we may sometimes combine data collected from different contexts to provide you with a better experience, make informed business decisions, and for other legitimate reasons. For instance, we may combine information about your current engagement with our products with data related to your other interactions with VGS Software, including your attendance at VGS Software-sponsored events. Additionally, we may combine data from other contexts to the extent permitted by applicable laws.

Legal basis for processing your personal data

In all cases where we process your personal data in our capacity as a data controller, we make every effort to ensure that we have an adequate legal basis for doing so. In particular, we will process your personal data in the following cases:

  • When you provide explicit consent for the processing of your personal data;
  • When we need to process your personal data to fulfill a contract between you and VGS Software, such as the Terms of Use;
  • When we are required to process your personal data to comply with our legal obligations under applicable laws;
  • If we need to process your personal data to preserve our legitimate interest or that of a third party, in which case we will ensure that such processing does not involve a violation of your rights and freedoms;
  • When we process your depersonalized data for statistical or other research purposes.
 

When we process your personal data on the instruction of our client or any other third party (data controller), we use such instruction as the basis for the processing of your personal data, while such third parties remain responsible for ensuring primary legal bases for such processing similar to those described below.

Reasons for sharing personal data

We share your personal data with VGS Software’s affiliates, subsidiaries, suppliers, partners, and service providers (with your authorization) to complete transactions or provide you with a requested product. We also share data with VGS Software affiliates, subsidiaries, and vendors who work for us when regulatory or legal processes require it, to protect lives, maintain product security, provide technical support services, and safeguard the rights and property of VGS Software and its customers. For example, we may share information with our partners to complete a business transaction with you or to provide assistance during your use of our products and services.

Contact us as explained below in the “How to contact us” section if you have any questions.

Your rights over personal data

You have options to choose how VGS Software collects and uses your data. You may exercise your data protection rights by contacting VGS Software or by clicking here. We will respond within the time limits established by applicable law.

Specifically, you have the following rights in relation to the processing of your personal data by VGS Software, in accordance with applicable law:

  • The right to access your personal information;
  • The right to correct the information we have about you;
  • The right to delete your personal information;
  • The right to restrict our use of your personal information;
  • The right to object to our use of your personal information;
  • The right to withdraw your consent to our use of your personal information, if applicable;
  • The right to receive your personal information in an electronic format and transmit it to a third party (right to data portability);
  • The right to lodge a complaint with a local data protection authority.
 

Processing personal data for direct marketing purposes.

You can manage how VGS Software uses your data for advertising through our Preference Center. However, please note that not all personal data processed by VGS Software can be accessed or managed using this tool. If you need to manage or access personal data that is not available through the Preference Center, please contact VGS Software at the address below. We will always obtain your consent before processing your personal data for sending direct marketing communications, as required by law. You may also revoke your consent at any time (e.g. by unsubscribing).

Retention period for your personal data.

In general, we will keep your personal data for the duration of our relationship with you. After our relationship ends, we will retain your personal data for a period of time that allows us to fulfill the following objectives: to preserve records as required by law, to use in a legal claim or proceeding, to address any complaint we receive regarding our products or services, and for other legitimate business purposes.

Protecting your personal data

We take the security of your personal data seriously and use appropriate technical and organizational measures to protect it. We maintain reasonable administrative, technical, and physical safeguards and appropriate security measures to prevent loss, misuse, unauthorized access, disclosure, alteration, or destruction of the personal information you provide. However, please note that no electronic transmission of data or storage of information is completely secure, and we cannot guarantee the security of your personal information. If an incident affecting your information is reported, we will investigate and comply with all required reporting obligations.

Personal data processed by VGS Software on behalf of clients.

Our software platform enables clients to interact with end-users through products and services. Please note that when clients collect information from their end-users using our products and services, this Privacy Policy does not apply to that information collection. Our clients are data controllers and direct the collection of that information, and VGS Software does not have a direct relationship with the end-users of our clients. We do not control the collection or use of end-user information by our clients.

If you want to learn how a VGS Software client uses the information collected through our products, please refer to that client’s privacy policy. If you are an end-user who needs access to your data or wants to correct, modify, or delete inaccurate data, or if you are an end-user of one of our clients and no longer wish to be contacted by that client in the future, please contact them directly.

For the products and services we offer, we may transfer personal data to companies that help us provide our products and services. Such transfers to third parties are governed by our agreements with our clients.

Links to Third-Party Websites

Our website may include links to third-party websites and web pages. We do not own, operate, or control the personal data processing practices used by their owners and we cannot be held responsible for such practices. Before using these websites or providing any personal data to the respective entities, please carefully read their privacy policies and relevant notices.

Updates to our privacy policy

We may periodically modify or update this policy. You can find the date of the latest update at the top of the policy. If we make significant changes to this policy, we will notify you of the changes by posting them on our website. Any changes to our policy will take effect from the date we publish them, unless we inform you otherwise. If we modify our policy in a way that significantly affects the nature of processing or your privacy rights, we will notify you with sufficient advance notice to allow you to exercise your rights.

How to contact us

If you have any questions or comments regarding how VGS Software processes your personal data or about this privacy policy, please feel free to contact us by sending an email to the following address: luisurrego@sgvsoftware.com

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