1. Scope of this policy
This Privacy Policy explains how Tribe IT Solutions Inc. ("Tribe IT", "we", "us" or "our") processes personal data when you visit our website, contact us by phone, SMS or messaging apps, submit an inquiry, or engage us for software development, e-commerce and IT services.
It applies to visitors, prospective clients, client representatives, suppliers and anyone else who communicates with us. Where we process personal data on behalf of a client inside a project (for example, the customers of an online store we build or operate), we act as a Personal Information Processor under the client's instructions, and the client's own privacy notice and our written agreement with the client apply to that processing.
2. Who we are
The Personal Information Controller responsible for the processing described in this policy is:
- Tribe IT Solutions Inc.
- 2209 Unit G7 Cartimar Commercial Arcade and Suites, Leveriza St., Zone 5, Barangay 29, Pasay City, Fourth District, National Capital Region (NCR), 1300, Philippines
- Telephone: +63 998 966 0301
- Email: tribeitsolutionsincorporation@gmail.com
We have designated a Data Protection Officer (DPO) who oversees our compliance with the Data Privacy Act. You can reach the DPO through the contact details in Section 13.
3. Personal data we collect
We collect only the personal data we need for the purposes listed in Section 4. Depending on how you interact with us, this may include:
- Identity and contact data — your name, company or organization, job title, business email address and telephone number.
- Inquiry data — the inquiry type you select and the project details you write in our inquiry form or send to us by phone, SMS, WhatsApp or email.
- Engagement data — information needed to prepare proposals, sign contracts, deliver services, issue invoices and provide support, such as billing details and the names and roles of your project contacts.
- Technical data — when you visit the website, our hosting provider automatically processes standard connection information such as IP address, browser type, device and operating system, pages requested and the date and time of access. This is used to deliver the site securely and to protect it against abuse.
- Preference data — if you choose a language, your browser may store that choice locally on your device (localStorage). This value stays on your device and is not sent to us.
We do not intentionally collect sensitive personal information (such as health, religious, political or government-issued identification data) through the website. Please do not include such information in your inquiry.
Cookies: this website does not use advertising or analytics cookies and does not track you across other websites.
4. How we use personal data
We use personal data for the following specified and legitimate purposes:
- To respond to your inquiry, request for consultation or call, and to follow up on it.
- To prepare proposals, quotations and statements of work, and to enter into and perform contracts with clients and suppliers.
- To deliver, maintain and support the software, e-commerce and IT services we provide.
- To send service-related communications, such as project updates, maintenance notices and security alerts.
- To operate, secure and improve our website and systems, including detecting and preventing fraud, abuse and security incidents.
- To keep business, accounting and tax records and to comply with legal and regulatory obligations.
- To establish, exercise or defend legal claims.
We do not sell personal data, and we do not use it for automated decision-making that produces legal or similarly significant effects on you.
5. Legal basis for processing
Under Section 12 of the Data Privacy Act, we process personal data on one or more of the following grounds:
- Contract — processing is necessary to respond to your request before entering into a contract, or to perform a contract with you or your organization.
- Legal obligation — processing is necessary to comply with laws that apply to us, such as tax, corporate and records-keeping requirements.
- Legitimate interests — processing is necessary for our legitimate interests, such as securing our website and systems and managing client relationships, where these interests are not overridden by your fundamental rights and freedoms.
- Consent — where none of the above applies, we will ask for your consent. You may withdraw consent at any time, without affecting processing carried out before the withdrawal.
7. International transfers
Some of our service providers operate servers outside the Philippines. When personal data is transferred abroad, we remain responsible for it and take reasonable steps — such as contractual safeguards and choosing reputable providers with recognized security practices — to ensure it receives a level of protection comparable to that required under Philippine law.
8. How long we keep personal data
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:
- Inquiries that do not lead to an engagement are generally kept for up to three (3) years from our last communication, then deleted or anonymized.
- Client, contract and billing records are kept for the duration of the engagement and afterwards for the period required by applicable tax, corporate and other laws, or until any legal claim is resolved.
- Website connection logs held by our hosting provider are kept for a limited period in accordance with that provider's retention settings.
When personal data is no longer needed, we securely delete, destroy or anonymize it.
9. How we protect personal data
We implement reasonable and appropriate organizational, physical and technical security measures to protect personal data against accidental or unlawful destruction, alteration, disclosure and unauthorized access. These include encryption in transit, access controls based on least privilege, multi-factor authentication for administrative accounts, logging and monitoring, and staff confidentiality obligations.
Our approach is described in more detail on the Security Architecture page. If we become aware of a personal data breach that requires notification, we will notify the National Privacy Commission and affected data subjects within the period required by NPC regulations (currently within 72 hours of knowledge).
10. Your rights as a data subject
Under the Data Privacy Act you have the right:
- To be informed whether and how your personal data is being processed.
- To access your personal data and obtain a copy of it.
- To object to processing, including processing based on legitimate interests or for direct marketing.
- To rectify inaccurate or incomplete personal data.
- To erasure or blocking of personal data that is incomplete, outdated, false, unlawfully obtained or no longer necessary.
- To data portability — to obtain your data in an electronic, commonly used format, where processing is by electronic means and based on consent or contract.
- To be indemnified for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal data.
- To file a complaint with the National Privacy Commission (www.privacy.gov.ph).
To exercise these rights, contact us using the details in Section 13. We may need to verify your identity before acting on a request. We aim to respond within thirty (30) days.
11. Children
Our website and services are intended for businesses and adult individuals. We do not knowingly collect personal data from persons under eighteen (18) years of age. If you believe a minor has provided us with personal data, please contact us and we will delete it.
12. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or the law. The "Last updated" date at the top of this page shows when it was last revised. Where changes are significant, we will take reasonable steps to inform clients and other affected individuals.
13. Contact us and the Data Protection Officer
For questions about this policy, or to exercise your rights, contact our Data Protection Officer:
- By email: tribeitsolutionsincorporation@gmail.com
- By telephone, SMS or WhatsApp: +63 998 966 0301 (Monday to Saturday, 09:00–18:00 Philippine Time)
- By mail: Attn: Data Protection Officer, Tribe IT Solutions Inc., 2209 Unit G7 Cartimar Commercial Arcade and Suites, Leveriza St., Zone 5, Barangay 29, Pasay City, NCR 1300, Philippines
- Through the inquiry form on our website — select "Other" and start your message with "Data Privacy Request".
If you are not satisfied with our response, you may lodge a complaint with the National Privacy Commission.
Questions about this page?
Contact Tribe IT Solutions Inc. by email, phone or through the inquiry form. Please mention the page you are writing about.