Privacy Notice

This Privacy Notice explains how ROVO TECHNOLOGIES PTE. LTD., UEN 202619026G, operating under the Systemix brand (“Systemix”, “we”, “us” or “our”), collects, uses, discloses, protects and otherwise processes personal data.

This Privacy Notice applies when you:

• visit or use our website;
• submit an enquiry or contact form;
• communicate with us by email, telephone, messaging application or another communication channel;
• request information about our services;
• arrange or participate in an introductory consultation; or
• otherwise interact with us in connection with a potential business relationship.

For the purposes of this Privacy Notice, “personal data” means data about an individual who can be identified from that data, or from that data together with other information to which we have or are likely to have access.

2.1 Information you provide to us

Depending on how you interact with us, we may collect:

• your name;
• your business or personal email address;
• your telephone number;
• your organisation or company name;
• your job title or role;
• information about the services in which you are interested;
• information contained in your enquiry or message;
• appointment or consultation details; and
• records of our correspondence with you.

You should provide only the information reasonably necessary for us to respond to your enquiry.

Our general website contact forms are not intended for the submission of:

• NRIC, FIN or passport numbers;
• payment-card or bank-account information;
• passwords, access tokens or login credentials;
• medical or health information;
• confidential employee or customer records;
• production-system data; or
• other sensitive or highly confidential information.

Please do not submit such information through our general website contact forms.

2.2 Information collected automatically

When you visit our website, our website hosting, security and technical service providers may automatically generate or record limited technical information, such as:

• your Internet Protocol address;
• browser and device type;
• operating system;
• referring page;
• pages visited;
• date and time of access;
• website performance information; and
• security and server-log information.

We use this information primarily to operate, secure, troubleshoot and improve the website.

We may collect, use and process personal data for the following purposes:

• responding to your questions, enquiries or requests;
• understanding your organisation’s requirements;
• assessing whether our services may be suitable for your organisation;
• arranging meetings, consultations or demonstrations;
• preparing proposals, quotations or other requested information;
• communicating with you about a potential or existing business relationship;
• providing and administering services where you subsequently engage us;
• maintaining business, correspondence and enquiry records;
• conducting internal administration and relationship management;
• improving the usability, security and performance of our website;
• preventing, detecting and investigating misuse, fraud, security incidents or unlawful activity;
• establishing, exercising or defending legal rights;
• complying with applicable laws, regulatory requirements, court orders and lawful requests from public authorities; and
• carrying out another purpose that has been notified to you and for which the required consent has been obtained.

We may send you service-related follow-ups or information that you have requested.

We will only send marketing communications where you have requested them, consented to receive them, or where such communications are otherwise permitted under applicable law. You may opt out of marketing communications at any time by using the unsubscribe method provided or by contacting us.

By voluntarily providing personal data to us, you consent to our collection, use and disclosure of that personal data for the purposes notified to you, subject to applicable law.

You may withdraw your consent to our continued collection, use or disclosure of your personal data by contacting our Data Protection Officer using the details below.

Your request should identify:

• the personal data concerned;
• the purposes for which you wish to withdraw consent; and
• sufficient information for us to identify and process your request.

We will inform you of the likely consequences of withdrawing consent where appropriate.

Withdrawal of consent will not affect any collection, use or disclosure that occurred before the withdrawal became effective. It will also not affect our right to retain, use or disclose personal data without consent where permitted or required by law.

Depending on the nature of your request, withdrawing consent may prevent us from responding to an enquiry, continuing communications or providing certain services.

We do not sell or rent personal data.

We may disclose personal data, where reasonably necessary, to:

• our directors, employees, authorised representatives and contractors;
• website hosting, email, cloud-storage and cybersecurity providers;
• contact-form, customer relationship management, scheduling and communication service providers;
• professional advisers, including lawyers, accountants, auditors and insurers;
• prospective or actual purchasers, investors or successors in connection with a proposed business transaction, subject to appropriate confidentiality arrangements;
• law-enforcement agencies, regulators, courts or public authorities where required or permitted by law; and
• other parties where you have requested or consented to the disclosure.

We require service providers processing personal data on our behalf to use it only for authorised purposes and to provide an appropriate standard of protection.

We retain personal data only for as long as it is reasonably necessary to fulfil the purposes for which it was collected, or for legitimate legal or business purposes.

As a general working standard:

• enquiries that do not result in a business engagement may normally be retained for up to 24 months after the last meaningful interaction;
• proposal, quotation, contractual and client-related records may normally be retained for up to 7 years after the relevant transaction, engagement or business relationship ends; and
• technical logs, backups and security records may be retained according to the applicable system’s normal security and backup cycle.

We may retain information for a longer period where reasonably necessary for legal proceedings, regulatory requirements, investigations, accounting obligations, dispute resolution or the protection of our legal rights.

When personal data is no longer required, we will take reasonable steps to delete, destroy or anonymise it.

We take reasonable administrative, technical and organisational measures to protect personal data against unauthorised access, collection, use, disclosure, copying, modification, loss, disposal or similar risks.

Measures may include, where appropriate:

• access controls;
• password protection and multi-factor authentication;
• restricted access based on business need;
• appropriate vendor selection and management;
• system updates and security monitoring;
• secure disposal procedures; and
• internal data-protection procedures.

No method of transmission over the Internet or method of electronic storage is completely secure. While we take reasonable steps to protect personal data, we cannot guarantee absolute security.

We generally rely on the information that you or your authorised representative provides.

Please contact us if your personal data changes or if you believe the information we hold is inaccurate or incomplete.

We may take reasonable steps to verify the identity and authority of a person requesting a correction.

Our website may use cookies and similar technologies that are reasonably necessary to:

• operate the website;
• maintain website security;
• remember basic website preferences;
• diagnose technical problems; and
• understand website performance.

You may be able to control cookies through your browser settings. Disabling necessary cookies may affect the operation of certain website functions.

We do not currently intend to use the website for behavioural advertising or extensive personal profiling. If we introduce non-essential analytics, advertising or profiling technologies, we may update this Privacy Notice and provide additional information or controls where appropriate.

Our website may contain links to websites, platforms or services operated by third parties.

We do not control the privacy, security or data-handling practices of those third parties. You should review the relevant third party’s privacy notice before providing it with personal data.

Our website and services are intended for business users and are not directed at children.

We do not knowingly collect personal data from individuals under 18 through our general website enquiry channels. If you believe that a child has provided personal data to us, please contact our Data Protection Officer.

Questions, complaints, withdrawal requests, access requests and correction requests may be directed to:

Data Protection Officer
ROVO TECHNOLOGIES PTE. LTD.
Operating under the Systemix brand
UEN: 202619026G
Email: m.sanchez@systemix.sg

Please include “Personal Data Request” in the subject line and provide sufficient information for us to understand and process your request.

We may request reasonable proof of identity before acting on a request.