Legal · Privacy

Privacy Policy

Effective: 15 April 2026 · Last updated: 15 April 2026

1. Who we are

• Legal name: Automatika Consulting
• Business ID: 7947755 (New Mexico, United States)
• Headquarters: 1209 Mountain Road PL NE, Albuquerque, New Mexico 87110, USA
• Remote offices: Australia, Philippines, Singapore
• Phone: +1 (575) 733-8001
• Privacy contact: hello@automatika.ph — this address also serves as our Data Protection Officer (DPO) contact.

2. What personal data we collect

We collect only the data described below. We do not buy, sell, or trade personal data.

2.1 From visitors to automatika.ph (marketing site)

• Server access logs: IP address, browser user-agent, referring URL, requested URL, timestamp. Collected automatically by our hosting provider (Vercel) for security, abuse detection, and operational diagnostics.
• No forms, no accounts, no analytics on this site. We do not set our own cookies. We do not use Google Analytics, Google Tag Manager, Meta Pixel, Hotjar, Mixpanel, or any other tracking or analytics service on the marketing site.
• Third-party image requests: case-study photos are served by Unsplash (images.unsplash.com) and on the /pancake-apps page we show logos served by Pancake (pancake.ph, pos.pancake.ph, crm.pancake.ph). When these images load, Unsplash and Pancake see your IP address and user-agent as the requesting browser. We do not receive data from these requests.

2.2 From the qualification form (qualify.automatika.ph)

• Basic contact details you submit voluntarily: full name, email address, and phone number.
• Purpose: so we can respond to your inquiry and assess whether an engagement is a fit.

2.3 From the client portal (app.automatika.ph)

The client portal is accessible only by signing in with Google (Google OAuth). When you sign in and use the portal, we collect:

• Google OAuth identity: your name, primary email address, and profile picture. We request the standard OpenID scopes openid, email, and profile. We do not request access to your Gmail, Google Calendar, Google Drive, or any other Google service.
• Business information you provide: company or brand name, your role, business phone number, and business address.
• Project data created during your engagement: engagement scope and milestones, uploaded files (briefs, brand assets, reference materials), meeting notes, written decisions, and project status.
• Billing records: invoices we issue to you, payment status, and (for online payments) transaction IDs returned by our payment processors. Card numbers, card verification values (CVV), and bank account numbers are never stored by us — those are handled directly by Stripe or PayPal (see §4).

3. How we use your personal data

We use the data described in §2 only for the following purposes:

• Respond to your inquiry (qualification form submissions and emails to hello@automatika.ph).
• Authenticate you on the client portal via Google OAuth.
• Deliver the services you have engaged us for — track engagement milestones, store project files, record decisions.
• Process payments and issue invoices, either manually (bank transfer) or through Stripe or PayPal.
• Send operational communications related to your account or engagement (delivery updates, invoice notifications, handover notices). These are not marketing.
• Comply with legal and tax obligations, including the Bureau of Internal Revenue (BIR) record-keeping requirement.
• Protect our services — detect abuse, investigate suspected fraud, and secure our systems.

We do not use your data for profiling, automated decision-making with legal effects, or targeted advertising.

4. Third-party services we use

We share or route personal data with the following service providers, each under their own privacy policies. We do not share personal data for any purpose other than delivering our service.

• Google (Google LLC) — provides the Sign-in with Google identity service on app.automatika.ph. Scopes requested: openid, email, profile. Google Fonts used on our websites are self-hosted via Next.js at build time, so Google does not see your IP from font requests on automatika.ph. Booking links point to Google Calendar (calendar.app.google) — if you follow the link and book, Google receives the booking information under their own terms. Google's privacy policy: policies.google.com/privacy.
• Stripe (Stripe, Inc.) — processes online card and alternative payments. Stripe handles card details directly; we receive only a transaction identifier and payment status. Stripe's privacy policy: stripe.com/privacy.
• PayPal (PayPal Holdings, Inc.) — processes online payments via PayPal account or card. PayPal handles payment details directly; we receive only a transaction identifier and payment status. PayPal's privacy policy: paypal.com/legalhub/privacy-full.
• Vercel (Vercel Inc.) — our hosting and content-delivery provider. Vercel maintains the server-access logs described in §2.1 on our behalf. Vercel's privacy policy: vercel.com/legal/privacy-policy.
• Unsplash (Unsplash Inc.) — content delivery network for case-study photos on our marketing site. Only loads images; receives your IP and user-agent when rendering photos. Unsplash's privacy policy: unsplash.com/privacy.
• Pancake (Pancake Software JSC) — brand logos on our /pancake-apps reference page are served from Pancake's own CDN. We are an Official Pancake Philippines Partner. When our clients sign into the Pancake apps (Pancake.ph, Pancake POS, Pancake CRM), they do so under Pancake's own terms and privacy policy, not ours. Pancake's privacy policy: pancake.ph/privacy.

Some of these providers process data outside the Philippines (including in the United States and European Union). When they do, we rely on the providers' own lawful-transfer mechanisms (such as Standard Contractual Clauses) to protect your data in transit.

5. Cookies and similar technologies

• The marketing site at automatika.ph does not set cookies or use browser storage.
• The client portal at app.automatika.ph uses a strictly-necessary session cookie to keep you signed in after Google authentication. It contains a session identifier and does not track you across other sites.
• Third-party processors (Stripe, PayPal, Google) may set their own cookies on their own pages when you interact with them (e.g. during checkout or Google sign-in). Those are governed by the respective provider's privacy policy.

6. How long we keep your data

We retain personal data only as long as necessary for the purposes described in §3, or as required by law.

• Server access logs: up to 90 days.
• Qualification form submissions (prospect data): up to 2 years since last interaction, after which they are deleted if no engagement follows.
• Client portal data (business info, project files, notes): for the duration of your engagement and for 2 years after the engagement ends — after which it is deleted unless you request earlier deletion (see §8).
• Billing records, invoices, and tax-relevant documents: 10 years from the end of the applicable tax year, as required by the Philippine Bureau of Internal Revenue (Revenue Regulations No. 17-2013).

7. Security

• All traffic to our websites is encrypted with TLS (HTTPS).
• Access to the client portal is limited to authenticated users via Google OAuth.
• We apply the principle of least privilege: staff access to client data is restricted to those who need it for engagement delivery.
• We do not store payment card numbers, CVV codes, or bank account numbers. These are handled by Stripe and PayPal directly.
• We patch our software dependencies regularly and monitor our hosting provider's security advisories.

No internet service is perfectly secure. If you believe your account has been compromised or you have detected a vulnerability, email hello@automatika.ph with subject “Security issue”.

8. Your rights

Under the Philippine Data Privacy Act (RA 10173) and comparable frameworks, you have the following rights over your personal data:

• Right to be informed about what we collect and why (this Privacy Policy).
• Right of access — request a copy of the personal data we hold about you.
• Right to correction — request that inaccurate data be updated.
• Right to deletion (erasure) — request that we delete your personal data, subject to the retention obligations described in §6. See our Data Deletion page for the exact process.
• Right to object to processing — you may object to our use of your data for specific purposes.
• Right to data portability — receive your data in a machine-readable format.
• Right to lodge a complaint with the National Privacy Commission (NPC) of the Philippines at privacy.gov.ph.

To exercise any of these rights, email hello@automatika.ph. We verify the identity of the requester before acting on a request. We respond within 30 days of receiving a verifiable request.

9. Children's privacy

Our services are intended for use by business representatives aged 18 and older. We do not knowingly collect personal data from children. If you believe a child has submitted personal data to us, email hello@automatika.ph and we will delete it promptly.

10. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the “Last updated” date at the top of this page. When the change is significant, we will notify active clients by email at least 14 days before the change takes effect.

11. Contact

• Email (privacy / DPO): hello@automatika.ph
• Phone: +1 (575) 733-8001
• Headquarters: 1209 Mountain Road PL NE, Albuquerque, New Mexico 87110, USA
• Remote offices: Australia, Philippines, Singapore
• General contact page: /contact