Privacy Notice

01

Who we are

[OWNER CONFIRMATION REQUIRED: exact DTI/SEC-registered business name], publicly operating as AVICOR Builders, is responsible for deciding how personal information covered by this Privacy Notice is collected and used.

The title "AVICOR Privacy Representative" does not mean that AVICOR has formally appointed a Data Protection Officer.

02

Scope of this notice

This Privacy Notice applies to website visitors, people who submit an inquiry, property owners and authorized representatives, company or organization contacts, prospective and current clients, people connected with a proposed or resulting project, and people who contact AVICOR about their privacy rights.

It covers information collected through the public inquiry form and information later created or received while AVICOR evaluates, assesses, quotes, or manages a possible or resulting project relationship. Separate internal rules may apply to staff accounts and employment records.

03

Information we collect

Required inquiry information

The public inquiry form requires a project type, first name, last name, email address, mobile number, and the full address of the proposed project location. AVICOR needs these details to identify, understand, and respond to an inquiry.

Optional inquiry information

You may provide a landline number, lot size, estimated budget range, preferred contact method, and additional project notes. Email is selected as the preferred contact method by default but may be changed. Please do not put unnecessary sensitive personal information in the notes field.

Information created during processing

AVICOR's systems may generate an inquiry reference, record identifiers, timestamps, workflow status, architect assessment details, project and site information, internal progress and audit details, and email-delivery or system-error information. AVICOR or its providers may also maintain application, authentication, security, or access logs.

Photos and files

The public inquiry form does not accept file uploads. If an inquiry proceeds to an assessment, authorized staff may upload private site or project photos. Those photos may contain property features, documents, buildings, or identifiable people and should be collected only where reasonably necessary.

Website and browser information

AVICOR's application does not currently use analytics, advertising pixels, profiling tools, or newsletter tracking. It does not intentionally store public inquiry information in browser local or session storage.

The public website loads Google Fonts. When a browser requests those resources, Google may receive technical request information such as an IP address, browser information, and request time under Google's own service practices. Zoho Catalyst may use provider-managed session technologies and maintain infrastructure, authentication, security, and access logs for staff services.

04

How we collect information

AVICOR may collect information directly from you; from a person authorized to act for a property owner, company, or organization; through later communications; through site assessments and project discussions; from contracts, quotations, project records, and correspondence; from authorized staff; and through system-generated identifiers and timestamps.

If you provide information about another person, you should have authority to do so and should inform that person that AVICOR will process the information for the relevant inquiry or project.

05

Why we use information

AVICOR uses personal information only where reasonably necessary to:

• Respond to, understand, and evaluate an inquiry;
• Contact the requester and arrange a consultation or site assessment;
• Prepare assessments, quotations, proposals, scopes, or schedules;
• Determine whether AVICOR can provide the requested services;
• Manage a resulting client, contract, or project relationship;
• Maintain accurate project and business records;
• Manage authorized staff access and internal workflow;
• Protect AVICOR's systems, records, staff, clients, and property;
• Address invalid, duplicate, abusive, or fraudulent submissions;
• Meet operational, contractual, accounting, security, and legal requirements; and
• Establish, exercise, or defend legal claims.

Legal bases

Depending on the circumstances, processing may be necessary to take steps you requested before entering a contract; perform or manage a resulting contract or service; comply with a legal obligation; or pursue legitimate business interests such as secure operations, accurate records, abuse prevention, and legal claims where those interests do not override your fundamental rights and freedoms.

Consent will be used only for a separate optional purpose that requires it. Submitting an ordinary project inquiry is not consent to unrelated marketing. Withdrawing optional consent will not affect earlier lawful processing or processing supported by another lawful basis.

06

How inquiry records are managed

Submitted inquiries are stored in AVICOR's Zoho Catalyst Data Store and accessed through authenticated staff functions. Administrators may access operational records needed to manage the system. Architects may access inquiries, assessments, drafts, and relevant private photos. Finance users receive access limited to completed inquiries and submitted assessments required for their role.

Authorized staff may update an inquiry's status, prepare an assessment, add internal project information, or archive a completed assessment. Marking an inquiry Not Proceeding, archiving an assessment, or using the dashboard removal action does not permanently delete it. Those actions currently preserve the underlying Data Store information and associated files.

07

Recipients, service providers, and locations

AVICOR does not sell personal information. Information may be accessed or received by authorized AVICOR personnel; approved internal notification-email recipients; Zoho Catalyst; communications providers; project professionals or advisers where their involvement is reasonably necessary; public authorities where disclosure is required or permitted; or a legitimate business successor subject to appropriate safeguards.

Notification emails may contain copies of the inquiry information, including contact details, the property address, budget information, and notes. Recipients should receive only what is reasonably necessary for their role or purpose.

Some provider infrastructure, support services, backups, or subprocessors may operate outside the Philippines. Before Production publication, AVICOR will verify the applicable hosting location, contracting entity, and cross-border arrangements. Where cross-border processing occurs, AVICOR will use contractual or other reasonable measures intended to preserve confidentiality, limit processing to authorized purposes, and support data-subject rights.

08

How long we retain information

AVICOR retains personal information only while reasonably necessary for the stated purpose, a resulting contract or project, legitimate business requirements, or the establishment, exercise, or defense of legal claims.

• Spam, invalid, and confirmed duplicate records: within 90 days after confirmation;
• Inquiries that do not proceed: two years after the last meaningful communication or Not Proceeding decision;
• Active inquiries and projects: while active;
• Soft-deleted records: a 90-day recovery period before permanent-deletion review;
• Confirmed orphaned or unreferenced uploaded photos: within 90 days after confirmation;
• Completed assessments that do not become projects: two years after the final decision or last communication;
• Contracted or completed project records: a proposed ten years after project completion or contract termination, subject to accounting, warranty, contractual, dispute, insurance, and legal requirements;
• Privacy-request records: three years after closure;
• Identity-verification documents: within 90 days after verification or request closure unless needed for an active dispute; and
• Records under a dispute, investigation, complaint, or legal hold: until the hold is formally released.

The proposed ten-year project-record period requires accounting or legal confirmation before permanent deletion is performed under that rule.

Backup and provider-log copies may remain until the provider's secure retention cycle expires. AVICOR will not restore approved-for-deletion information for ordinary business use, except where needed for disaster recovery, security, or a legal requirement.

09

Security

AVICOR uses organizational and technical measures intended to protect personal information, including Catalyst staff authentication, active staff-profile and role checks, server-side authorization, role-limited dashboard and photo access, input validation, private File Store access, restricted notification configuration, and approval before permanent deletion.

No website or storage system can be guaranteed completely secure. AVICOR will review and improve safeguards in proportion to the information involved and reasonably foreseeable risks.

10

Marketing, profiling, and automated decisions

The current inquiry service does not subscribe people to newsletters or promotional lists, sell inquiry information, perform behavioral advertising, create marketing profiles, or decide an inquiry solely through automated decision-making. AVICOR staff review and manage inquiries.

Before Production publication, AVICOR will confirm that inquiry details are not reused by staff for off-system direct marketing. If optional marketing, profiling, or materially different processing is introduced later, AVICOR will provide appropriate notice and obtain separate, specific, and unticked consent where required.

11

Minors and authorized representatives

The inquiry service is intended for people who are at least 18 years old or are authorized to inquire for a property owner, company, or organization. AVICOR does not knowingly solicit personal information directly from children through the inquiry form.

If AVICOR learns that a child submitted information without appropriate authority or parental or guardian involvement, AVICOR will review and restrict or delete it where appropriate, subject to legal and record-retention requirements.

12

Your privacy rights

Subject to the Data Privacy Act, its Implementing Rules and Regulations, and applicable limitations, you may exercise the rights to be informed; object; obtain reasonable access; correct inaccurate or incomplete information; request erasure, blocking, suspension, withdrawal, or destruction where legally applicable; obtain portable information where the requirements apply; seek damages as allowed by law; and lodge a complaint with the National Privacy Commission.

Where processing is based on optional consent, you may withdraw it. These rights may also be exercised by a duly authorized representative and, where legally applicable, a lawful heir or assignee.

An erasure request does not automatically require deletion of every record. AVICOR may retain or restrict information needed for an active inquiry, contract, project, accounting or warranty requirement, insurance matter, legal obligation, dispute, security purpose, legitimate business record, or legal claim. AVICOR will explain a material limitation, partial approval, or denial where permitted.

13

How to exercise your rights

Send your request to:

You do not need a special form. Please provide enough information to identify the relevant record, such as your name, contact details, inquiry reference if available, approximate inquiry or project date, project address, and a clear description of the request.

AVICOR may request proportionate identity or authority verification before disclosing, correcting, exporting, or deleting information. It will not automatically require excessive identification documents. Representatives, lawful heirs, or assigns may be asked for sufficient proof of authority or status.

AVICOR will normally respond without undue delay and within 30 working days after receiving the request and necessary supporting information. A complex or numerous request may require up to 15 additional working days. AVICOR will explain an extension. A complete personal-data export will not be sent through an unverified or insecure channel.

14

Complaints and changes

Please contact the AVICOR Privacy Representative first so AVICOR can review the concern. You may also lodge a complaint through the official National Privacy Commission channels published at privacy.gov.ph.

AVICOR may revise this notice when its services, systems, providers, or legal obligations change. Material changes will be communicated through a prominent website notice or another appropriate channel, and the notice will display its version and effective date.