Privacy Policy

Last updated: 11 October 2026

This policy explains how we collect, use, share and protect personal data when you use aquiladimensions.com, the Aquila Dimensions CRM and our studio services.

We follow the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and the rules of the National Privacy Commission. Where the EU or UK General Data Protection Regulation (GDPR) applies to you, we also follow it. Section 13 explains the extra points for people in the EU and UK.

1. Who we are

• Aquila Dimensions is a brand of Aquila Softwares Corporation, a company based in Davao City, Philippines.
• Our address is 212 ENM Bldg, Sampaloc St, Juna Subdivision, Matina Crossing, Davao City, Philippines.
• In this policy, "we", "us" and "our" mean Aquila Softwares Corporation, operating as Aquila Dimensions.

Our Data Protection Officer

Our Data Protection Officer is Jason Te, Chief Technology Officer of Aquila Softwares Corporation.

• Email: marketing@aquilasoftwares.com (attention: Data Protection Officer)
• Post: Data Protection Officer, Aquila Softwares Corporation, 212 ENM Bldg, Sampaloc St, Juna Subdivision, Matina Crossing, Davao City, Philippines

Please write "Privacy" in the subject line so your message reaches our Data Protection Officer quickly.

2. Our role: controller and processor

When we are the controller

We decide how and why your data is used, and we are the personal information controller, for:

• people who browse our website or send us an inquiry;
• CRM account holders and their users (for account, login and billing data); and
• studio clients and their contacts.

When we are the processor

CRM customers put data about their own clients into the CRM, such as names, emails, invoices and payment records.

• For that data, the CRM customer is the personal information controller and we are the personal information processor.
• We process that data only on the customer's instructions and only to provide the CRM.
• The customer must have a lawful basis for that data and must tell its clients how it is used.
• Reminder emails sent through the CRM to a customer's clients are sent on the customer's behalf.

If you are a client of one of our CRM customers and have a question about your data, please contact that business first. If you contact us, we will pass your request to them.

3. The data we collect

Contact form and inquiries

• Name
• Email address
• Phone number
• Your message
• Your preferred call time
• The service you are interested in
• The package you are interested in
• Your country

We save inquiries as client records in our own CRM, and use them to respond to you and follow up on your inquiry.

CRM account

• Company name
• Your name
• Email address
• Password, which we store hashed (scrambled in a one-way format). We never store it in plain text.
• Login and security records, such as sign-in times and device or browser details

Billing

• Your plan, payment dates, amounts and payment status
• Payments are made through aq-pay using QR Ph. You pay by scanning the QR code with GCash, Maya or any bank app that supports QR Ph. Payment details are handled by aq-pay and its payment partners.
• We do not store your full card number or your e-wallet login details.

Website usage and analytics

• We use Google Analytics 4 only if you click Accept on our cookie banner.
• It collects data such as the pages you visit, how long you stay, your approximate location, and your device and browser type.
• If you click Reject, we use only essential cookies. See our Cookie Notice for details.

Studio client project data

• Contact details of your team
• Brand assets, content, briefs, feedback and approvals
• Details needed to run your social media, ads or email campaigns
• Photos and videos of people taking part in shoots, together with their signed releases

Customer data in the CRM

As explained in section 2, CRM customers may store data about their own clients, such as contact details, invoices, payment and withholding records, and proposals. We process this data as a processor for the customer.

We do not ask for sensitive personal information on our website. Please do not include it in free-text fields.

4. Why we use your data and our legal basis

• We do not sell your personal data.
• We do not make decisions about you based only on automated processing.

5. Who we share data with

We share data only as needed to run our services, with:

• DigitalOcean, which hosts our website and CRM;
• aq-pay and its QR Ph payment partners, to process payments;
• Google, for Google Analytics 4, only if you accept analytics cookies;
• our email delivery provider, to send account emails and the CRM's reminder emails;
• professional advisers, such as lawyers and accountants, who must keep it confidential;
• government authorities, regulators or courts, when the law requires it; and
• a buyer or successor, if our business is reorganised, merged or sold, subject to this policy.

Our service providers may use your data only to provide services to us, and must protect it.

6. Transfers outside the Philippines

• Our CRM and website are hosted with DigitalOcean, which may store data in data centres outside the Philippines.
• Google and our email delivery provider may also process data outside the Philippines.
• We remain responsible for your data when it is transferred. We use contracts and our providers' security commitments to protect it.
• For data covered by the GDPR, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses.

7. How long we keep data

• Deleted data may stay in backup copies for a short time until those copies are overwritten.

8. How we protect your data

We use organisational, physical and technical measures to protect personal data, including:

• encrypted connections (HTTPS) for our website and CRM;
• passwords stored only in hashed form;
• access limited to staff who need it for their work; and
• a separate workspace for each CRM customer.

No system is completely secure, so we cannot promise absolute security. If something goes wrong, we will act quickly.

9. Your rights under the Data Privacy Act

You have the right to:

• be informed about how your data is used;
• access your data;
• object to processing, including direct marketing;
• correct data that is wrong or incomplete;
• erase or block your data, where the law allows;
• data portability, meaning a copy of your data in a common electronic format;
• withdraw your consent at any time, where we rely on consent;
• claim damages if you are harmed by inaccurate or unlawful use of your data; and
• complain to the National Privacy Commission at privacy.gov.ph.

To use any of these rights, email our Data Protection Officer at marketing@aquilasoftwares.com (attention: Data Protection Officer), or write to: Data Protection Officer, Aquila Softwares Corporation, 212 ENM Bldg, Sampaloc St, Juna Subdivision, Matina Crossing, Davao City, Philippines.

• We may need to confirm your identity first.
• We aim to respond within 30 days.

10. Children

Our website, CRM and studio services are for people aged 18 and over. We do not knowingly collect data from anyone under 18. If you think a child has given us personal data, please contact our Data Protection Officer and we will delete it.

11. Data breaches

• If a data breach is likely to cause serious harm, we will notify the National Privacy Commission and the people affected within 72 hours of becoming aware of it, as the law requires.
• If a breach affects customer data in the CRM, we will tell the CRM customer without undue delay so it can meet its own duties.
• Where the GDPR applies, we will also notify the relevant supervisory authority when required.

12. Cookies

We use essential cookies to run our website and CRM. We use Google Analytics 4 cookies only if you click Accept. You can change your choice at any time using the Cookie settings link at the bottom of every page. See our Cookie Notice for details.

13. Extra information for people in the EU and UK

If you are in the European Union or the United Kingdom, the GDPR gives you these additional points:

• Legal bases: We rely on the legal bases listed in section 4: contract, legitimate interests, consent and legal obligation.
• Your rights: You can ask us to access, correct, erase, restrict or transfer your data, and you can object to processing or withdraw consent at any time.
• Transfers: When your data is transferred outside the EU or UK, we use appropriate safeguards, as explained in section 6.
• Complaints: You can complain to the data protection authority in the country where you live or work. In the UK, this is the Information Commissioner's Office (ICO). We would appreciate the chance to help first, so please contact us.

If you live elsewhere, such as in the United States or Australia, you may have rights under your local law. Contact us and we will help.

14. Changes to this policy

• We may update this policy from time to time. The "Last updated" date at the top shows the latest version.
• If we make important changes, we will tell you by email or by a notice on our website or in the CRM before they take effect.

15. Contact us

Aquila Softwares Corporation (operating Aquila Dimensions)

• Address: 212 ENM Bldg, Sampaloc St, Juna Subdivision, Matina Crossing, Davao City, Philippines
• Data Protection Officer: Jason Te, Chief Technology Officer
• Email: marketing@aquilasoftwares.com (attention: Data Protection Officer)
• Viber: +63 917 731 9598