Privacy Policy
How RAEFORM collects, uses, discloses, retains, and protects personal information.
About This Privacy Policy
RAEFORM Business Support Services (“RAEFORM,” “we,” “us,” or “our”) respects the privacy of the individuals and organizations that interact with us.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit the RAEFORM website, contact us, request information, engage our services, access a RAEFORM client portal, or otherwise interact with RAEFORM.
RAEFORM is based in the Philippines and handles personal information in accordance with applicable Philippine law, including Republic Act No. 10173, or the Data Privacy Act of 2012, its implementing rules and regulations, and applicable issuances of the National Privacy Commission (“NPC”). Philippine privacy law recognizes principles including transparency, legitimate purpose, and proportionality, and gives data subjects rights including access, correction, objection, erasure or blocking, portability, and the right to file a complaint.
Certain RAEFORM products or services, including WorkWell and RaeLearn, may maintain separate privacy notices. Where a product-specific privacy notice applies, that notice governs the processing associated with that product.
Our Role in Processing Personal Information
Depending on the circumstances, RAEFORM may act as either:
a. Personal Information Controller. RAEFORM determines the purpose and means of processing personal information for activities such as website operations, inquiries, client administration, business communications, billing, account management, and marketing.
b. Personal Information Processor. RAEFORM may process personal information on behalf of a client when performing contracted services and acting on the client's documented instructions.
Where RAEFORM processes personal information for a client, the client's privacy notice and applicable agreement may also apply.
Information We May Collect
We may collect personal information directly from you, from your organization, through your use of our website or systems, or through authorized third-party services.
Depending on your interaction with RAEFORM, this may include:
- Name
- Email address
- Telephone number
- Organization or company name
- Job title or role
- Business or billing address
- Inquiry or consultation details
- Information submitted through contact forms
- Client and project information
- Service requests
- Contract and billing information
- Communications with RAEFORM
- Files or documents you voluntarily provide
- Client portal account information
- Support requests
- Authentication information
- IP address
- Browser type
- Device information
- Website activity
- Cookies and similar technologies
- Information provided through integrations or third-party services
We seek to collect only information reasonably necessary for the relevant purpose.
Why We Process Personal Information
RAEFORM may process personal information to:
- Respond to inquiries
- Evaluate potential engagements
- Prepare proposals or service arrangements
- Provide contracted services
- Administer client relationships
- Manage client portals and accounts
- Communicate regarding projects, services, or support
- Process billing and maintain business records
- Maintain and secure our systems
- Prevent fraud, abuse, or unauthorized access
- Improve our website and services
- Understand website performance
- Send business or marketing communications where permitted
- Comply with legal, regulatory, accounting, or contractual obligations
- Establish, exercise, or defend legal claims
- Protect the rights, property, security, or interests of RAEFORM, our clients, and others
Legal Bases for Processing
Where required by applicable law, RAEFORM processes personal information based on one or more lawful grounds, including:
- Your consent
- Performance of a contract or steps taken at your request before entering into a contract
- Compliance with a legal obligation
- Protection of lawful rights and interests
- Legitimate interests pursued by RAEFORM or another party, where legally permitted and appropriately balanced against the rights of the data subject
- Other lawful grounds permitted under applicable law
Where we rely on consent, we seek to ensure that consent is freely given, specific, informed, and appropriately documented, consistent with current NPC guidance.
Where we rely on legitimate interests, we consider whether the processing is necessary and whether those interests are appropriately balanced against the rights and freedoms of the individual.
Sharing of Personal Information
RAEFORM does not disclose personal information unnecessarily.
We may disclose personal information to:
- Service providers supporting our hosting, communications, scheduling, storage, authentication, analytics, payment, or administrative systems
- Contractors or personnel who require access to perform authorized duties
- Professional advisers, including accountants, auditors, or legal advisers
- Government agencies, courts, regulators, or authorities where disclosure is legally required
- A purchaser, successor, or adviser involved in a legitimate business restructuring, sale, or transfer
- Other parties where you have authorized disclosure
Third-party providers process information subject to their own legal responsibilities and, where appropriate, contractual data protection obligations.
Client Information
Where RAEFORM receives personal information from or on behalf of a client in connection with contracted services, we use that information only for authorized business purposes and subject to the applicable agreement.
Clients remain responsible for ensuring that personal information they provide to RAEFORM has been collected and disclosed lawfully.
Where required, RAEFORM and the client may enter into a Data Processing Agreement.
International Data Transfers
Some systems and service providers used by RAEFORM may process or store information outside the Philippines.
Where personal information is transferred internationally, RAEFORM takes reasonable steps to ensure that appropriate contractual, organizational, or technical safeguards apply in accordance with applicable law.
Data Retention
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including:
- Providing services
- Maintaining client or transaction records
- Resolving disputes
- Meeting contractual obligations
- Complying with tax, accounting, legal, or regulatory requirements
- Establishing or defending legal claims
- Maintaining security and fraud-prevention records
When information is no longer reasonably required, it may be securely deleted, anonymized, or otherwise disposed of in accordance with applicable requirements.
Data Subject Rights
Subject to applicable law and any lawful limitations, you may have the right to:
- Be informed about the processing of your personal information
- Access personal information held about you
- Correct inaccurate or incomplete information
- Object to certain processing
- Request erasure or blocking where permitted
- Withdraw consent where processing is based on consent
- Obtain data portability where applicable
- Seek compensation where provided by law
- File a complaint with the National Privacy Commission
The NPC recognizes these rights under the Data Privacy Act.
To exercise a privacy right, contact us using the details below. We may need to verify your identity before acting on a request.
Marketing Communications
Where permitted, RAEFORM may send updates, service information, or other business communications.
You may unsubscribe from non-essential marketing communications at any time using the unsubscribe method provided or by contacting us.
Transactional, contractual, security, or service-related communications may continue where necessary.
Cookies and Similar Technologies
RAEFORM may use cookies and similar technologies necessary to operate the website and, where implemented, to understand website performance or remember preferences.
Additional information is available in our Cookie Policy.
Security
RAEFORM uses reasonable and appropriate organizational, physical, and technical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, misuse, or destruction.
No internet-connected system or method of electronic storage can be guaranteed completely secure.
The NPC's current security framework requires covered personal information controllers and processors to implement safeguards appropriate to their processing activities and risks.
Personal Data Breaches
Where a personal data breach occurs, RAEFORM will assess the incident, take reasonable steps to contain and mitigate it, and comply with applicable notification and response obligations.
Where RAEFORM acts as a processor for a client, we will notify the client in accordance with the applicable agreement and law.
Automated Decision-Making
RAEFORM does not currently use solely automated decision-making that produces legal or similarly significant effects on individuals unless expressly disclosed for a particular service.
If this changes, appropriate notices and safeguards will be provided where required.
Children's Privacy
RAEFORM's general website and professional services are not directed primarily to children.
We do not knowingly collect personal information from children through the general website except where legally permitted and appropriate safeguards apply.
Third-Party Websites
Our website may link to third-party websites or services.
RAEFORM does not control the privacy practices of third parties. Their own privacy notices and terms apply.
WorkWell and RaeLearn
WorkWell and RaeLearn may operate under their own privacy policies and product-specific terms.
Where a separate policy is presented for those products, that policy governs information processed through the applicable product.
Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, technology, practices, or legal obligations.
The revised policy will indicate its updated effective or revision date.
Contact Us
For privacy inquiries or requests:
RAEFORM Business Support Services Email: hello@byraeform.com Website: byraeform.com
Where applicable, complaints may also be submitted to the National Privacy Commission of the Philippines.