Privacy Policy
- Who we are
- What this policy covers
- What we collect, and why
- Our legal basis
- Cookies and the Meta Pixel
- Who we share information with
- Where information is stored
- How long we keep it
- How we protect it
- Information our clients keep in our applications
- Your rights
- Children
- Changes to this policy
- How to reach us
1. Who we are
CrewLogix Software Solutions is the trade name of Daichi Holdings Corporation, a corporation organised under Philippine law with its registered office at Santa Lucia, Magarao, Camarines Sur 4403, and an office at 22F The Peak Tower, 107 L.P. Leviste Street, Salcedo Village, Makati City 1227, Philippines. In this policy "CrewLogix", "we" and "us" mean Daichi Holdings Corporation doing business as CrewLogix Software Solutions.
We build and operate cloud software: the CrewLogix Business Suite, a back office for Philippine businesses, and the CrewLogix Intelligent Crew Management System for maritime crewing agencies.
2. What this policy covers
This policy applies to personal information we collect through:
- our website at crewlogix.cloud, including the demo request form;
- the meeting booking pages we send to people who have asked to hear from us;
- the seafarer application pages that crewing agencies using our system make available to applicants;
- the sign-in and account records of people who use our cloud applications.
Where a client of ours uses our applications to keep records about its own customers, employees, applicants or patients, that client decides what is collected and why. Section 10 explains our role in that case.
3. What we collect, and why
| When | What | Why |
|---|---|---|
| You request a demo on our website | Your name, company or business name, e-mail address, phone number if you give it, and your message. We also record the page the request came from. | To answer your request, arrange a demonstration and follow up on your interest in our products. The inquiry is recorded as a lead in our customer relationship system. |
| You book a meeting through a link we sent you | Your name, e-mail address, the time you chose, your time zone, and any notes you add. | To schedule and hold the meeting and to send you the calendar invitation and the meeting link. |
| You apply to a crewing agency through our application pages | The e-mail address and password of your applicant account, and the details you enter in your application: personal particulars, contact details, rank and sea service, documents, licences, visas, vaccinations and the files you upload. | So the agency you are applying to can assess your application and keep in touch with you. The agency is the one deciding what it asks for and how it is used; we hold the information on its behalf. |
| You sign in to one of our applications | Your name, username, e-mail address, role, and a record of your sign-ins and of the actions you take in the application, with the date, time and network address. | To give you access, keep the account secure, and keep the audit trail that our clients' accounting and regulatory obligations require. |
| You visit our website | Technical information your browser sends: network address, browser type, pages viewed, and the information described in section 5. | To run and secure the site and to understand how it is used. |
We do not ask for government identification numbers, financial account details or health information on our website or booking pages. Where an application or a client's records contain such information, section 10 applies.
4. Our legal basis
We process personal information only where the Data Privacy Act allows it:
- Your consent, which you give when you submit a form on our website or create an applicant account. You may withdraw it at any time by writing to us; withdrawal does not affect processing that took place before it.
- A contract with you, or steps you ask us to take before one, such as arranging a demonstration or a meeting.
- Our legitimate interests in running, securing and improving our website and applications, where those interests are not overridden by your rights.
- A legal obligation, such as the record-keeping rules that apply to accounting systems registered with the Bureau of Internal Revenue.
5. Cookies and the Meta Pixel
Our website does not set cookies of its own and does not use analytics cookies. Two things on it do collect information:
- Meta Pixel. Our home page and Business Suite page include the Meta Pixel, a piece of code from Meta Platforms, Inc. It tells Meta that your browser loaded the page and, if you submit a demo request that we accept, that a lead was made. Meta may set its own cookies and link the visit to your Facebook or Instagram account if you have one. We use this to measure our advertising. Meta's use of the information is governed by its own privacy policy, and you can limit it in the ad settings of your Facebook or Instagram account. Browser settings or extensions that block trackers also stop the pixel.
- Server logs. Our hosting provider records each request to the site, with the network address and the page requested, for security and troubleshooting.
Our applications use a session cookie so that you stay signed in. It holds no personal information, expires when the session ends, and is required for the application to work.
6. Who we share information with
We do not sell personal information, and we do not share it with anyone for their own marketing. We share it only with:
- Service providers that act on our instructions: DigitalOcean, LLC (hosting of our applications and databases), Twilio SendGrid (sending of e-mail), Microsoft (our mail, calendar and online meetings), and Meta Platforms, Inc. (the pixel described in section 5). Each is bound by its own commitments to protect the information it handles.
- The crewing agency you applied to, in the case of a seafarer application. Your application is the agency's record.
- Authorities, when the law requires it, such as a lawful order of a court, the National Privacy Commission or another government body.
- A successor, if our business or part of it is transferred, in which case this policy continues to apply to the information transferred.
7. Where information is stored
Our applications and their databases run in DigitalOcean's data centres. Our e-mail and calendar are hosted by Microsoft. Some of these facilities are outside the Philippines. Where information leaves the country we rely on the provider's contractual commitments and security certifications, and we remain accountable for it under the Data Privacy Act.
8. How long we keep it
| Information | Kept for |
|---|---|
| Demo requests and meeting bookings | Up to two years after our last contact with you, unless you become a client, in which case the record forms part of our relationship with you. |
| Seafarer applications | As long as the agency you applied to keeps its recruitment records, under its own policy and the rules of the Department of Migrant Workers. |
| Application accounts and audit trails | For as long as the client's account is active, and afterwards for the period that tax and accounting rules require, which for accounting records registered with the Bureau of Internal Revenue is ten years. |
| Website server logs | A short period for security and troubleshooting, after which they are deleted or overwritten. |
When a retention period ends we delete the information or make it anonymous.
9. How we protect it
Our applications are reached only over encrypted connections. Passwords are stored as one-way hashes and must be changed regularly. Access is limited by role, every change is written to an audit trail that cannot be edited, sessions expire, and databases are backed up daily. Our staff see client information only when a client asks for support or when the law requires it.
If a breach of personal information occurs that is likely to cause harm, we will notify the National Privacy Commission and the people affected within seventy-two hours of learning of it, as the Commission's rules require.
10. Information our clients keep in our applications
Businesses, clinics and agencies that use our applications keep their own records in them: customers, suppliers, employees, applicants and, for a clinic, patients. For those records the client is the personal information controller and CrewLogix is its personal information processor. We handle the records only on the client's instructions under a written agreement, we do not use them for our own purposes, and we return or delete them when the agreement ends.
If your information is in a client's records, your rights under the Data Privacy Act are exercised with that client. Write to the business, clinic or agency concerned. If you write to us instead, we will pass your request on to the client and help it respond.
11. Your rights
Under the Data Privacy Act you have the right to:
- be informed about how your personal information is processed, which this policy does;
- ask for access to the personal information we hold about you;
- ask us to correct information that is wrong or out of date;
- object to processing, including processing for direct marketing, and withdraw consent you have given;
- ask us to suspend, block or erase information that is incomplete, out of date, unlawfully obtained or no longer necessary;
- receive a copy of the information you gave us in a commonly used electronic form;
- be indemnified for damages caused by inaccurate, incomplete or unlawfully obtained information;
- complain to the National Privacy Commission.
To exercise a right, write to us at the address in section 14. We will answer within fifteen working days, and we may ask you to confirm your identity first. There is no charge unless a request is clearly excessive, in which case we will tell you the cost before doing anything.
12. Children
Our website and applications are meant for businesses and for adults. We do not knowingly collect information from anyone under eighteen. If you believe a child has given us personal information, write to us and we will remove it.
13. Changes to this policy
We will update this policy when our practices or the law change. The effective date at the top shows the current version. For a material change we will post a notice on our website before it takes effect.
14. How to reach us
Daichi Holdings Corporation, doing business as CrewLogix Software Solutions
22F The Peak Tower, 107 L.P. Leviste Street, Salcedo Village, Makati City 1227, Philippines
Attention: Data Privacy Officer
E-mail: [email protected]
Phone: +63 917 635 0028
If you are not satisfied with our answer you may complain to the National Privacy Commission, 5th Floor, Philippine International Convention Center, Vicente Sotto Avenue, Pasay City, at privacy.gov.ph.