POLICIES AND PROCEDURES FOR THE PROCESSING OF PERSONAL DATA
In accordance with Statutory Law 1581 of 2012 on Data Protection and Decree 1377 of 2013, the user is informed that once he or she gives his or her authorization, the data entered on our platform will be incorporated into a database that will be under the responsibility of:
LADY MOM Nit 22651906-0
This Legal Notice provides important information about Lady Mom, including our company name, registration details, and contact information. We are committed to transparency and responsibility, ensuring that our guests can easily contact us for any questions.
From now on LADY MOM our clients may exercise the rights of access, correction, deletion, revocation or claim for infringement of the data to the respective controllers.
TREATMENT AND PURPOSE
All information contained in LADY MOM’s databases, corresponding to personal data of clients, suppliers, employees, former employees, prospective employees, shareholders and files containing personal data through its different communication channels (digital or printed media), will be subject to different forms of processing, such as collection, storage, use, circulation, updating, rectification and deletion of data, as a consequence of the development or fulfillment of its purpose.
The information may be provided to public, judicial or administrative entities only in compliance with legal obligations and the correct use of personal data of minors will be ensured, guaranteeing that the applicable legal requirements are met and that all processing is previously authorized and justified in the best interests of the minors.
The purpose of LADY MOM regarding personal data obtained from clients, suppliers, employees, prospective employees, shareholders and files containing personal data is to allow the proper development of its operation and commercial activities, saving the information necessary to comply with legal obligations and to facilitate, promote, allow or maintain labor, civil and commercial relations.
For the processing of personal data, LADY MOM will assume the following purposes:
a) For contractual relationships in which the owner of the information is a party, generate and maintain efficient and appropriate communication of the information.
b) For requests for information by the owner, EPS and ARL.
c) Comply with legal and contractual obligations arising from employment contracts.
d) Carry out all necessary procedures for the selection, hiring, training and promotion of staff, for payroll management and the development of social welfare programs.
e) Develop activities to provide benefits to the children of the company’s staff, as well as affiliation to social security, family compensation fund and other legal obligations.
f) Register employee (active and inactive) and/or pensioner information in the databases.
g) Prevention of occupational risks, development of medical examinations and preparation of work accident reports.
h) Contact with third parties to contract and/or acquire the goods and services required for the development of its operation and to be able to make payments for the corresponding obligations.
i) Management of customer relations, by sending relevant information, taking orders, billing, handling complaints and claims, among others.
j) Provide the products or services required by customers.
k) Generate and maintain supports required by internal and external audit processes.
l) Manage all necessary information for compliance with tax obligations and commercial, corporate and accounting records.
m) For the archiving and updating processes of internal databases.
n) Send through secure means the information that due to contingency issues must be
sent to « back-ups » or information backup systems in Colombia or other countries.
o) Transmit and safeguard supporting files that the national government and/or authorities require in compliance with legal provisions.
p) Send the modifications that may occur in the personal data processing policy adopted.
q) For administrative, commercial uses, and other purposes indicated in the authorization granted by the data owner, as the case may be.
r) For the storage and custody (Back Up) of the information in the national or foreign territory.
s) Contact the Owner via email to send extracts, account statements or invoices in relation to the obligations derived from the contract entered into between the parties.
t) In the case of biometric data, specifically records of security cameras for surveillance, the information collected will be used for security purposes of employees, visitors, as well as assets and facilities.
u) The information collected such as photographic images or videos, captured at our events, courses, workshops, seminars, and other activities for the development of our social welfare, will be used or may be processed for security, coexistence, support or proof of the work and activities carried out.
v) Evaluate your suitability, taking into account the characteristics of the vacancy that needs to be
filled.
w) In procedures related to participation in the selection process, especially those concerning medical examinations, psychological and job aptitude tests, security studies, verification of personal data on resumes, professional, technical and general knowledge skills, verification of references provided, whether such verifications are carried out directly by the Company or by entities or professionals contracted by them for this purpose.
x) The processing of personal information and that of the family unit for the purpose of linking and, where applicable, of their connection to the various entities of the social health security system, whatever their name, Pension and Severance Funds, Family Compensation Funds, Occupational Risk Administrators, Continuing Education Courses, Employee Funds, Occupational Health, Optometry, Psychosocial Risk Medical Examinations, or any other examination carried out by virtue of the position, and for the duration of the link.
y) Administrative procedures that the Company must carry out by virtue of the application of the Employment Contract, the Internal Work Regulations, the Code of Conduct or the Code of Ethics.
z) Retaining personal data for possible future staff selection processes.
RIGHTS OF DATA OWNERS
LADY MOM guarantees its owners the following rights imposed by Law 1581 of 2012 and Decree 1377 of 2013:
a) To know, update and rectify their personal data vis-à-vis LADY MOM as the data controller. This right may be exercised, among others, in the case of partial, inaccurate, incomplete, fractional data that induce errors, or data whose processing is expressly prohibited or has not been authorized.
b) To authorize LADY MOM as the data controller for the management of the information contained in the databases in accordance with Law 1581 of
2012.
c) To request proof of the authorization granted to the controller, except when, in accordance with the law, the processing being carried out does not require it.
d) To be informed, upon prior request, about the use that has been given to their personal data. e) Submit complaints to the Superintendency of Industry and Commerce for violations of Law
1581 of 2012 and its regulatory decrees.
f) Revoke the authorization and/or request the deletion of the data when the processing does not respect the constitutional and legal principles, rights and guarantees. Deletion will proceed when the Superintendency of Industry and Commerce has determined that the controller or person in charge has engaged in conduct contrary to this law during processing.
g) Access free of charge to your personal data that has been processed.
h) Learn about this data protection policy as the controller of personal data.
MECHANISM TO KNOW OUR TREATMENT POLICY
The Owner can access our Information Processing Policy at the following link: https://ladymom.com.co/privacy-policy-2/
LEGAL FRAMEWORK
✓ Political Constitution. – Art. 15, which enshrines the fundamental rights to privacy, a good name, and the protection of personal data or habeas data in the following terms: “All persons have the right to their personal and family privacy and to their good name, and the State must respect them and ensure that they are respected. Likewise, they have the right to know, update, and rectify information that has been collected about them in databases and in the archives of public and private entities. In the collection, processing, and circulation of data, freedom and other guarantees enshrined in the Constitution shall be respected.”
✓ Law 1266 of 2008, “which establishes the general provisions of Habeas Data and regulates the management of information contained in personal databases, especially financial, credit, commercial, services and information from third countries, and establishes other provisions.”
✓ Judgment C-1011 of 2008 of the Constitutional Court, Draft statutory law on habeas data and management of information contained in personal databases.
✓ Judgment C-748 of 2011 of the Constitutional Court, draft statutory law on habeas data and protection of personal data.
✓ Statutory Law 1581 of 2012, “which establishes general provisions for the protection of personal data.”
✓ Partial Regulatory Decree 1377 of 2013, “by which Law 1581 of 2012 is partially regulated.”
✓ Regulatory Decree 886 of 2014, “By which article 25 of Law 1581 of 2012, relating to the National Database Registry, is regulated.”
✓ Single Decree 1074 of 2015, “By means of which the Single Regulatory Decree of the Commerce, Industry and Tourism Sector is issued.”
✓ Sole circular from the Superintendency of Industry and Commerce, through which instructions for the protection of personal data are established.
✓ External Circular No. 2 of the Superintendency of Industry and Commerce, by means of which Chapter Two is added to Title V of the Sole Circular of the Superintendency of Industry and Commerce.
VALIDITY OF THE POLICY AND PERSONAL DATABASE
LADY MOM, through this document, declares the personal data processing policy to be in force as of the day established at the end of this document, where the date and place of its issue are specified.
In the event that substantial modifications are made to this policy, this fact will be communicated to the owners of the information by sending a notice to the email address they have registered, informing them that they may consult the new policy. This communication will indicate the date from which the new policy will apply. When the change refers to the purposes of the processing, the owners will be asked for a new authorization.
For the LADY MOM databases, they will be valid for a reasonable and necessary time in accordance with the purposes of the information processing. Notwithstanding the foregoing, personal data must be kept when required to comply with legal or contractual obligations that so provide.
This Policy will be published, disclosed and updated whenever the organization considers it pertinent. It will also be available to all interested parties.
Given in MEDELLIN on the 3rd day of the month of DECEMBER 2024.