Privacy Policy

WEBDOX CLM is aware of the immense importance for the privacy of our clients and those who are interested in the services we offer. We are consistent with this matter and; therefore, we commit to respecting your privacy and protecting the confidentiality of your private information and personal data. Due to the aforesaid, through this Privacy Policy we inform our users of the procedures for collecting, treating and protecting personal data provided to WEBDOX CLM. 

Personal or private information does not consider information publicly accessed through freely available sources. The above includes electronic, optical and other technology means of communication designed to provide information to the public and open to general consultation, telephone directories, newspapers and magazines, social communication media, professional lists, directories of anonymized jurisprudence, the Public Registries administered by Superintendencies, Ministries and / or any public body as well as any other registry or data bank classified as public according to the law of each country.

In accordance with the “General Data Protection Regulation” or GDPR in English (hereinafter, the “Law”) within each country, personal data is understood as all information about a natural person that identifies or makes them identifiable through means that can be reasonably used.

On the other hand, personal data processing is understood as any technical operation or procedure, automated or not, that allows the collection, registration, organization, storage, conservation, preparation, modification, extraction, consultation, use, blocking, deletion, communication by transfer or by dissemination or any other form of processing that facilitates access, correlation or interconnection of personal data.

WEBDOX CL develops its Policy for the treatment of personal data based on the guiding principles established in the Law mentioned below:

• Principle of legality: the collection of personal data of our users by fraudulent, unfair, or illegal means is rejected.
• Principle of consent: in the processing of personal data of our users mediated with the consent of the owner. 
• Principle of purpose: The personal data of our users will be collected for a specific, explicit, and lawful purpose, and will not be extended to another purpose that has not been unequivocally established as such at the time of collection.
• Principle of proportionality: all processing of personal data of our users will be adequate, relevant, and not excessive to the purpose for which they were collected.
• Principle of quality: Personal data will be true, accurate and, as far as possible, updated, necessary, pertinent, and adequate with respect to the purpose for which they were collected.
• Principle of security: personal data will be kept in such a way that their security is guaranteed and only for the time necessary to fulfill the purpose of the treatment.

WEBDOX CLM and, where appropriate, those in charge of treatment, have the proper security measures in place in accordance with the treatment to be carried out, as well as the technical, organizational, and legal measures necessary to guarantee the confidentiality of personal data.

The user is informed and freely and voluntarily authorizes Webdox CLM to collect, store, preserve, access, use, delete or update their Personal Data for their activities. With regards to that, the personal data to which WEBDOX CLM has access as a result of the services it provides or by filling in different forms will be incorporated into the corresponding Personal Data Bank called “Clients”, forming the organized set of personal data of users, created by WEBDOX CLM.

The personal data provided by users will be treated with total confidentiality and may only be known and handled by WEBDOX CLM staff, or those in charge of the treatment who need to know said information to provide the services offered. WEBDOX CLM undertakes to maintain professional secrecy regarding them and guarantees the duty to keep them by adopting all the necessary security measures. The authorization will not be required when the personal data is necessary for the execution of a contractual relationship in which the Personal Data Holder is a party. 

lf the registered data are inaccurate, in whole or in part, or incomplete, WEBDOX CLM may update and/or replace them with the corresponding data rectified or completed.

The personal data requested from users through various forms on the website are contact details, name, and surname, identity number, claims, orders, or if applicable, name of your company, the industry of the same, email address, and position, among others, the same that is adequate, relevant and not excessive in relation to the purpose for which they are collected.

The user expressly authorizes WEBDOX CLM to use their data to provide the contracted services, such as processing indications, processing payments, maintaining and updating files and signatures, updating their accounts with us; as well as making available content such as content emails related to the discipline of contract management (CLM), invitation to webinars, updates on our products, relevant alliances of WEBDOX CLM; and in general, treating their data to improve the user experience on the site, better adapting its features and performance, in order to improve our services, features and platform, prevent or detect fraud or abuse, allow third parties to provide services of all kinds on our behalf, adapt our communications, provide information about our projects, improve our services platforms, customize their experience in their use, deliver information on new initiatives, manage their queries and requests for information; and in general, process the information for statistical purposes, be used to comply with legal or contractual obligations to the user. Said actions can be carried out by email or other equivalent means of communication. Collected data will be stored in the data bank “Clients” owned by WEBDOX CLM.  

Personal data will be deleted once they are no longer necessary for the purposes they have been collected. However, they will be maintained for as long as WEBDOX CLM may be held liable for any liability arising from this relationship with users. Subsequent processing for historical, statistical, or scientific purposes will not be considered incompatible.

Notwithstanding the preceding paragraph, the user acknowledges knowing that, if he deletes his account, we will also delete that information. However, you should be aware that: (1) there may be latency in removing this information from our servers and backup storage, and (2) we may retain this information if necessary to comply with our legal obligations, resolve disputes, or exercise our agreements.

When users make a checkmark in the box to receive advertising/promotional information, they authorize WEBDOX CLM to process their personal data provided to send information about promotions, discounts, know their consumption preferences, conduct surveys, generate statistics, make marketing campaigns, analyze lead data, contactability, evaluate prospecting and in general any promotional purpose. Users’ personal data will be processed in accordance with the Wedox CLM Privacy Policy.

Data collected through the chat will be stored in the data bank “Clients” owned by WEBDOX CLM. 

As a consequence of the purposes described, the data storage period will be indefinitely. For all purposes, it will be understood that this maximum period of storage and processing of personal data is a right of WEBDOX CLM and not an obligation, so WEBDOX CLM may choose to store and/or treat them for shorter periods. This does not in any way prejudice the rights of users to revoke the consent to their personal data at any time, as permitted by law and WEBDOX CLM details in this Privacy Policy.

Also, the user expressly authorizes WEBDOX CLM that, when making a claim through the mail: privacidad@webdoxclm.com their data will be processed in order to meet the needs required when handling the claims submitted by users, as well as to, once completed the procedure of claim processing, meet the needs arising from any process or judicial, administrative or arbitration proceedings that in the future derives or arises in connection with the claim that the user has submitted, accept any audit of the competent authority in the field of processing of personal data. 

Data collected through the Complaints Book will be stored in the data bank “Claims” owned by WEBDOX CLM. 

As a consequence of the purposes described, the data storage period will be indefinitely. For all purposes, it will be understood that this maximum period of storage and processing of personal data is a right of WEBDOX CLM and not an obligation, so WEBDOX CLM may choose to store and/or treat them for shorter periods. This does not in any way prejudice the rights of users to revoke the consent to their personal data at any time, as permitted by law and WEBDOX CLM details in this Privacy Policy.

When users enter the website and complete the form “Request a Demo”, they authorize WEBDOX CLM to process their personal data in order to schedule a demo session of the contract centralization services in our collaborative platform. 

Data collected through the chat will be stored in the data bank “Clients” owned by WEBDOX CLM. 

As a consequence of the purposes described, the data storage period will be indefinitely. For all purposes, it will be understood that this maximum period of storage and processing of personal data is a right of WEBDOX CLM and not an obligation, so WEBDOX CLM may choose to store and/or treat them for shorter periods. This does not in any way prejudice the rights of users to revoke the consent to their personal data at any time, as permitted by law and WEBDOX CLM details in this Privacy Policy.

When users enter the website and complete the form “Download legal guidelines”, they authorize WEDOX CLM to process their personal data in order to receive information to optimize the contract management of the company.

Data collected through the chat will be stored in the data bank “Clients” owned by WEBDOX CLM. 

As a consequence of the purposes described, the data storage period will be indefinitely. For all purposes, it will be understood that this maximum period of storage and processing of personal data is a right of WEBDOX CLM and not an obligation, so WEBDOX CLM may choose to store and/or treat them for shorter periods. This does not in any way prejudice the rights of users to revoke the consent to their personal data at any time, as permitted by law and WEBDOX CLM details in this Privacy Policy.

When users enter the website and complete the form “Contact us” they authorize WEBDOX CLM to process their personal data in order to provide answers to the queries indicated in that form; therefore, the measures adopted in this Privacy Policy will be applied as indicated in the consent to be requested from each user. 

Data collected through the chat will be stored in the data bank “Clients” owned by WEBDOX CLM. 

As a consequence of the purposes described, the data storage period will be indefinitely. For all purposes, it will be understood that this maximum period of storage and processing of personal data is a right of WEBDOX CLM and not an obligation, so WEBDOX CLM may choose to store and/or treat them for shorter periods. This does not in any way prejudice the rights of users to revoke the consent to their personal data at any time, as permitted by law and WEBDOX CLM details in this Privacy Policy.

When users enter the website and complete the form “Work with us”, they authorize WEBDOX CLM to process their personal data for talent search, collection of resumes, applicant contacts, and other activities enabling the selection of new employees for WEBDOX CLM. Their personal data will be processed as indicated in the published WEBDOX Legal Informatics & Data SpA.

Los Data collected through the chat will be stored in the data bank “Employees” owned by WEBDOX CLM. 

As a consequence of the purposes described, the data storage period will be indefinitely. For all purposes, it will be understood that this maximum period of storage and processing of personal data is a right of WEBDOX CLM and not an obligation, so WEBDOX CLM may choose to store and/or treat them for shorter periods. This does not in any way prejudice the rights of users to revoke the consent to their personal data at any time, as permitted by law and WEBDOX CLM details in this Privacy Policy.

The user authorizes transfer of their data to domestic and international companies (cross-border flow) related and/or associated with WEBDOX CLM to properly manage the services requested by users and the subsequent procedures generated in relation to the purpose indicated in the preceding paragraphs, extending express authorization for their use. WEBDOX CLM ensures the appropriate level of protection of personal data of users for their transfer, according to protection comparable to that provided by this Law or by international standards on the subject.

At the national level, WEBDOX CLM shares information with the company E-Sign, based in Santiago, Chile, a company that provides electronic signature; therefore, it delivers certain personal data necessary for said service.

At the international level, WEBDOX CLM may share information with other companies from its business groups such as Webdox Legal SpA, based in Chile, Webdox Legal Informatics SpA, based in Chile, and Webdox from Mexico S.A. from CV, based in Mexico. In addition, WEBDOX CLM uses third-party technological services, so the cross-border flow will be carried out with E-sign, a provider of electronic signature-based in Santiago, Chile - as well as Google Cloud Platform, cloud storage service provider company located in South Carolina - United States of America; and Hubspot, customer care software provider company located in Massachusetts - United States of America. 

These personal data may also be communicated to administrative entities, judicial and/or police authorities, as long as it is established by law.

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.

Notwithstanding the foregoing, WEBDOX CLM has a team to preserve the security of your information, as well as to run vulnerability tests. WEBDOX CLM provides security to its users and currently subdivides it in two ways:

1. Servers and infrastructure The information that our Users upload to Webdox CLM is stored in Google Cloud Platform (GCP) data centers. Therefore, Webdox CLM uses the numerous security certifications that GCP has today (Google Cloud Compliance), to demonstrate security in the storage of information. We have also adapted our Google server architecture so that it is capable of preventing different types of computer attacks.
2. Security of our platform: Our platform contains a series of functionalities designed to protect your information, associated with password management, session security, IP control in accessing the system, data encryption, deletion, and loss of information. Webdox has also been certified ISO 27.001, specifically in the CLM contract management platform and electronic signature.

WEBDOX CLM users, the administrator(s) in a company will be able to control the actions your account has performed, as well as block, delete your account, define your document view, and control your profiles. Please consult your company’s internal policies if you have any questions regarding this rule.

In the case of communicating third-party personal data, all users declare and warrant to WEBDOX CLM that they have the free, prior, informed, express written consent to make such treatment and for the application on them of this privacy policy.

WEBDOX CLM is not intended to gather or collect information relating to minors for any reason, this being the sole and entire responsibility of parents, guardians, or representatives, the authorization that minors who are under their care, provide

WEBDOX CLM may disclose information to third parties when this is necessary to comply with a legal or judicial mandate imposed on WEBDOX CLM, including the protection and defense of its rights, or those of third parties.

Without prejudice to the previous point, Users who have provided personal data to WEBDOX CLM may contact it, in order to exercise their rights of information, access, update, inclusion, rectification, and deletion, to prevent the provision of their personal data, opposition to treatment or objective treatment of the data, in the terms set out in the legislation in force. Therefore, the User can:

• Have access to the data related to their person, their origin and recipient, the purpose of storage, and the individualization of the people or organizations to which their data has been transmitted.
• Request the modification of their personal data when they are not correct or not updated.
• Request the deletion or cancellation of the data provided when desired, as long as they are no longer necessary or relevant for the purpose for which they were collected or recorded,

These rights may only be exercised by the owner of the personal data or his or her representative, in accordance with the law. In order to exercise these rights, users should contact the following e-mail address privacidad@webdoxclm.com with the reference “Personal Data Protection”, specifying their data, proving their identity, and the reasons for their request.   Whoever subscribes to the request must attach a simple copy of the documents proving the identity of the holder (National Identity Card or equivalent document) or, where appropriate, that of the representative, as well as a simple copy of the power granted by the notary when appropriate.

Also, WEBDOX CLM informs its users of the existence of administrative channels to enforce their rights to exercise before the National Data Protection Authority or jurisdictional before the Judiciary for the purposes of the corresponding action of habeas data.

As it is a virtual tool, WEBDOX CLM will collect and process personal data based on the assumption in good faith that the person providing them is of legal age, is proficient in the Spanish language, is in full use of their mental faculties, holds full civil capacity and is the owner of the personal data or acts as a representative of the owner of the data they provide, in case they are owned by third parties.

To make any type of query regarding this Policy, you can contact the following email address: privacidad@webdoxclm.com. 

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WEBDOX CLM undertakes to maintain strict confidentiality of the information stored by a legal person or company, through the following means Confidentiality agreement signed by Webdox CLM with each client, Confidentiality agreement signed by the employees of Webdox CLM, and Perimeter Security.

We adopt all technical means within our reach to prevent the loss, theft, theft, alteration, unauthorized access, and/or misappropriation of your data. Although we make our best efforts to guarantee the security of the information, because the technical security measures that can be taken are not infallible, we cannot take responsibility in the event that these security measures were to fail.

WEBDOX CLM is not responsible for any consequence derived from the improper entry of third parties to the database and/or for any technical failure in the operation and/or conservation of data in the system of the Internet site or its other electronic channels. With respect to any other information, which does not have the character of personal data, it will be considered as non-confidential, and we may use, publish, reproduce, disclose, publicly communicate and transmit the non-confidential information or use such information to communicate directly with users.

The WEBDOX CLM Personal Data Protection Policy is constantly updated, so WEBDOX CLM reserves the right to modify its policy in the event that there is a change in current legislation, doctrinal, jurisprudential, or business criteria. If any change is made to this Policy, the new text will be published on this website.

All users are recommended to periodically access this Privacy Policy hosted on the website https://www.webdoxclm.com/privacidad. 

This Policy for the Treatment of Personal Data is published on June 10, 2021.