Privacy Policy (2023)

WEBDOX collects and processes personal data through access, browsing and use of the website www.webdoxclm.com (hereinafter, the "Website") and makes available to Website users (hereinafter, the "Users") these Privacy Policies, by virtue of which we transparently and simply provide all information relating to the processing we carry out of your personal data, the purposes for which we process it, and the rights you can exercise.

The company responsible for the processing of personal data is Webdox Legal Informatics & Data SpA, a company incorporated under Chilean law, Tax ID (RUT) No. 76.596.671-K, with registered office at La Concepción No. 266, office 503/504, Providencia district, Santiago, and the processing will be subject to Chilean law.

This Privacy Policy will always be available on the Website and on the Webdox Portal.

Personal data is any information about an identified or identifiable natural person.

An identifiable natural person is considered to be any person whose identity can be determined, directly or indirectly, in particular by means of an identifier such as a name, an identification number, email address, mobile phone number, location data, an online identifier or one or more elements specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.

Processing of personal data means any operation or set of operations that we carry out on your personal data, such as, for example, the collection, recording, storage, use and communication of your personal data.

At WEBDOX we may collect your personal data through the following channels:

• By completing the forms available on the Website.
• Registration and participation in events organized by WEBDOX.
• Interactions with WEBDOX through the Website or the Webdox Portal, and through contact channels.

In cases where WEBDOX collects personal data from users through third parties, we require that they previously declare and guarantee to us that they have the appropriate consent or legal authorization enabling them to communicate your personal data to us, and that they fully comply with the applicable legislation on these matters.

The following explains the types of processing we carry out, along with the personal data, purposes and legal bases for each type of processing.

A) Management of user participation in events organized by WEBDOX

What purpose do we process your data for?

• To correctly manage the registration and participation of Users in events (webinars, demos, courses, activities, among others) organized by WEBDOX.
• To ensure the correct and adequate development of the event.

What is the legal basis?

The legal basis is the express consent of the Users.

What data do we collect?

• Full name
• National identity card number
• Company
• Associated industry
• Work area
• Email address
• Address

B) Provision of informational materials to Users

What purpose do we process your data for?

To make available to Users guides, manuals and other documents and information on topics relevant to the services provided by WEBDOX.

What is the legal basis?

The legal basis is the express consent of the Users.

What data do we collect?

• Full name
• Phone number
• Email address
• Company

C) Sending commercial communications by electronic means to Users

What purpose do we process your data for?

To send commercial communications, advertising and/or promotional information to Users about the services, and other news and information from WEBDOX that may be of interest to them, provided they have selected the check-box to receive marketing material.

What is the legal basis?

The legal basis is the express consent of the Users.

What data do we collect?

• Full name
• Phone number
• Email address
• Associated industry

D) User contact and customer service

What purpose do we process your data for?

To provide a User service to process and respond to queries, doubts or requests for information through the contact forms available on the Website.

What is the legal basis?

The legal basis is the express consent of the Users.

What data do we collect?

• Full name
• Phone number
• Email address
• Associated industry
• Work area

E) Management of personnel selection processes

What purpose do we process your data for?

To evaluate the employment application submitted by the User and, where applicable, manage their CV and consider it in possible selection processes.

What is the legal basis?

The legal basis is the express consent of the Users.

What data do we collect?

• Full name
• Nationality
• Gender
• Date of birth
• Address
• Phone number
• Email address
• Image/photograph

Information contained in the CV, such as academic record, professional background, etc.

F) Maintenance of User cancellation lists

What purpose do we process your data for?

To comply with the legal obligation to respect the rights of Users, and to maintain evidence of compliance with requests for the exercise of the right of cancellation.

What is the legal basis?

The legal basis is compliance with a legal obligation.

What data do we collect?

• Full name
• Phone number
• Email address

G) Analysis of Website and Webdox Portal usage

What purpose do we process your data for?

• To allow the user to browse the Website and the Webdox Portal, and to correctly use their functionalities.
• To ensure the security of the Website and the Webdox Portal.
• To store the User's preferences or the characteristics of the terminal used by the user to browse the Website and the Webdox Portal.
• To analyze the use and browsing carried out by Users.

What is the legal basis?

The legal basis is the express consent of the Users.

What data do we collect?

• Type of Internet browser used
• Search engine used
• Duration of web browsing
• Date and time of access to and departure from the Website or the Webdox Portal
• Number of visits made
• IP address

WEBDOX will process your personal data for as long as necessary to fulfill the purpose for which we collected it.

We remind you that whenever the basis legitimizing the processing is your consent, you may exercise your right of cancellation or blocking, unless there is a legal basis that allows us to retain your personal data.

Without prejudice to the above, we may retain your duly anonymized data for the period during which any type of liability may be required of WEBDOX arising from the relationship with the user.

• A. Right of access: You have the right to know whether WEBDOX is processing your personal data or not and, if so, the right to know what data we process, its origin and recipient, the purpose of the storage and the persons or bodies to whom your data is transmitted.
• B. Right of rectification: For all data that is partially or entirely incorrect, inaccurate, misleading or incomplete, you have the right to modify, update or rectify it. Whenever you request us to rectify any personal data, you must indicate which data you wish to modify in each case and appropriately substantiate it.
• C. Right of cancellation: You may request to revoke your authorization or for us to delete the personal data you have voluntarily provided to us when it is no longer necessary or relevant to the purpose for which it was collected or when the period for its processing has expired, or when the purpose of the processing is the sending of commercial communications. In certain cases, the deletion of certain personal data will result in the impossibility of WEBDOX being able to carry out such processing, and to properly provide the services offered through the Website or the Webdox Portal.
• D. Right of blocking: In cases where cancellation of your data is not possible, and we cannot verify the accuracy of the data or its validity is doubtful, we will proceed to block the data.

You may exercise your rights before WEBDOX by sending an email addressed to the Head of the Data Bank at the following email address privacidad@webdoxclm.com, indicating in the subject line "Request for the right of [type(s) of right(s) being exercised]", and the following information:

• Name of the personal data owner.
• Documents proving the identity of the data subject.
• Address or email address for receiving notifications.
• Description of the right being exercised.

*In the event that you consider that WEBDOX has not correctly satisfied any request for the exercise of your rights, you may appeal to the civil court judge of Santiago.

Furthermore, if you have any questions about the processing we carry out of your personal data, please do not hesitate to contact us at privacidad@webdoxclm.com.

WEBDOX may communicate your personal data in the following cases:

• When necessary for the management and development of the Website and the Webdox Portal. For example, to providers who help us improve and optimize our Website and the Webdox Portal, providers of technology services, advanced electronic signature, maintenance of our databases and information systems, or data storage.
• To affiliated companies, and/or those belonging to the same economic group when necessary.
• By virtue of compliance with a legal obligation applicable to WEBDOX, the filing of legal actions or the exercise of certain rights before courts. For example, legal advisors, courts of justice, supervisory authorities, and public bodies.
• In the event that WEBDOX is subject to a reorganization, restructuring, merger, sale, or any other transfer of assets, on the condition that the recipient commits to process such personal data in accordance with this Privacy Policy.

In any case, we will only communicate personal data when necessary for the achievement of the purposes of the corresponding processing in each case, and in strict compliance with the provisions of this Privacy Policy and applicable legislation.

Given that we have servers in different parts of the world, it is possible that your information may be stored on such servers located outside the country where you live.

Furthermore, as provided in the preceding section, in the case of data transfers to companies of the same business group located in other countries, to supplier companies, or other third parties, we may also transfer data outside the country, provided it is necessary for the provision of the service and development of the Website and the Webdox Portal.

In any case, for all international transfers of personal data we ensure that we have your prior authorization and that the recipient of your personal data provides an adequate level of protection, as defined by the competent personal data protection authority.

WEBDOX adopts appropriate information procedures and systems and implements the necessary technical and organizational security measures to ensure a level of security appropriate to the risks that may be involved in the processing covered by this Privacy Policy. To safeguard the confidentiality of your information, we will use strict security procedures to try to prevent any unauthorized access or processing.

Likewise, we ensure that our service providers also have adequate security standards for the protection of the data to which they have access, in compliance with applicable legislation.

WEBDOX may update this Privacy Policy at any time, the changes of which will take effect upon their publication on the Website and the Webdox Portal.

However, in the event that the modifications refer to relevant aspects regarding the processing of personal data, such as the type of processing or its purposes, and/or as required by applicable data protection regulations, WEBDOX will notify the user by electronic means, in accordance with their contact information, and their consent will be requested again.

Users who do not agree with the Privacy Policy or the aforementioned changes may withdraw their consent at any time.

This version of the Privacy Policy came into effect on March 16, 2022.

In compliance with current regulations, WEBDOX CLM has adopted the technical and organizational security and confidentiality measures appropriate to the category of personal data, necessary to maintain the required level of security, in order to avoid as far as possible, the alteration, loss, or unauthorized access or processing that may affect the integrity, confidentiality, and availability of information.

However, the transmission of information via communication networks and the Internet is not completely secure; therefore, and although WEBDOX CLM will make its best efforts to protect personal data, can not guarantee the security of the same during transit to the website. All information that Internet users provide by this means will be sent at their own risk.