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Corporate Policies

Terms and Conditions

Privacy Statement

O4IT is a company dedicated to the implementation of solutions in the cloud and security in it. It is committed to protecting the privacy of its customers. A Privacy Statement has been established, indicating how we collect, distribute and protect your information and personal identification data. It also describes the options available regarding use, access, and how your personal information is update and correct. This Privacy Statement applies both to information collected on internal CRM and ITSM systems, and to the website and By using these sites and our services, you are unconditionally accepting the terms of this Declaration.

For the purposes of this Privacy Statement, "customer" will imply any old, present or prospective customer of O4IT, including any visitor to the website. This Privacy Statement determines the manner in which we collect, use, maintain and disclose information collected from our customers in accordance with O4IT's terms of service.

Personal data protection policy

This policy defines the guidelines, parameters and internal procedures that must be meet by O4IT, in order to guarantee adequate compliance with the laws corresponding to the Protection of Personal Data, in the jurisdictions of Panama and Colombia, territories in which the Organization is established.

This Policy develops corporate practices and procedures for the management of information in O4IT and the due processing of personal data (hereinafter "data") of the clients and / or natural or legal persons with whom O4IT has a commercial, labour relationship and / or contractual (hereinafter "Holder").

This policy must be known and applied by all employees, contractors and / or suppliers that have a contractual relationship with O4IT and uses or is in charge of processing the data.

Colombia: Political Constitution (articles 15 and 20), Law 1266 of 2008, Law 1581 of 2012, Decree No. 1377 of 2013 and other regulations that modify them.

Panamá: Article 42 and 44 of the Constitution.

4.1 Responsible
O4IT, its employees, contractors and / or suppliers (hereinafter "Responsible") commit to comply with and verify internal procedures in accordance with the O4IT Personal Data Protection Policy (hereinafter "Policy") and current regulations.
4.2 General obligations:
  1. The Holder must give an express and informed consent to O4IT for the Treatment of your information.
  2. The Responsible must guarantee at all times to the Holder, the right of Habeas Data.
  3. The Responsible shall only use the Data of the Holder in accordance with the terms and reach of the Holder's authorization.
  4. The Responsible must indicate to the Data Holder existence and applicability of this Policy.
  5. The Responsible will use the Data that is provide to O4IT, only for the development of its social purpose and for its own economic activity.
  6. The Responsible must inform the Holder that they will use their personal data.
  7. The Responsible will send a request to the Holder of the information (employees, clients, distributors, suppliers, and others who have a business relationship and / or contractual one with O4IT), in order to make use of the processing of your data.
4.3 Prohibitions:
  1. O4IT will NOT request, process, or save sensitive data.
  2. Responsible may NOT use, save or appropriate O4IT data and use it for their personal use, or different from that provided in this Policy.
4.4 Guidelines:
  1. O4IT should include in contracts, with employees, with contractors, and / or with providers, the obligation to know and apply this Policy.
  2. O4IT must make the Policy public to its employees and Holders of the information.
4.5 Duties and obligations of the persons responsible for the treatment of the data.:
  1. Special obligations
    1. The Responsible and Managers must understand this Policy, and look for the authorization for the use of this information through the Registration Form of Information, of any Holder related to O4IT and ensure their information is included in the O4IT database.
    2. The Legal Department will be responsible for processing, investigating and responding to complaints filed by the Holders of the data found in the O4IT’s registers.
    3. The Information Security Department of O4IT will ensure that the O4IT’s data is protected against access, attack, alteration, or reading of third parties.
    4. Any employee or contractor who has access to the information in the database of O4IT will have an obligation of security and confidentiality.
    5. The Legal Department must proceed to register the database of O4IT in the National Registry of Databases of the Superintendence of Industry and Commerce once this entity enables it.
  2. Procedures :
    1. O4IT must request and process, using the Data Registration form of the Holder (Annex A), authorization for the processing of personal data.
    2. The responsible must file the authorization granted by the Holder.
    3. O4IT shall establish the purpose of the use of the data collection and the own rights of the Holder's data.
    4. O4IT, with the support of the responsible, must update the information of the Headline.
    5. O4IT must rectify and update the data within five (5) business days following the request.





Natural or legal person, public or private, that per se, same or in association with others, decide on the database and / or data processing.

Special: Legal Department, which will focus on the filing of authorizations for processing and requests for updating personal data, responsible for processing, investigating and responding to complaints.


O4IT, its employees, contractors and / or suppliers

General: are all those employees, contractors and / or suppliers that handle commercial records, operational (such as: CRM, ITSM), Human Resources and others that include personal data.

Special: Legal Dept. through which the focus will be, on filing of treatment authorizations and requests for updating personal data, responsible for processing, investigating and responding to complaints.

Duties and obligations

  • Guarantee the Holder, all the time, the full and effective exercise of the right of habeas data.
  • Preserve the information under the conditions of security necessary to prevent its adulteration, loss, consultation, use or unauthorized access or fraud.
  • Request and keep, under the conditions set forth in the present law, a copy of the respective authorization granted by the Holder.
  • Update the information, informing the Data Controller in a timely manner of all the new developments with respect to the data previously supplied and adopt the other measures necessary to ensure that the information supplied is updated.
  • Process the consultations and claims made according to the terms indicated in the present law.
  • Adopt an internal policy manual and procedures to ensure adequate compliance with the present law and, in particular, with attention to inquiries and complaints.
  • Properly inform the Holder about the purpose of collection and the rights that by virtue, will help to the authorization granted.
  • Inform the data protection authority when there are violations of security codes and when there are risks in the management of Information of the Holders.
  • Comply with the instructions and requirements to inform the Superintendence of Industry and Commerce.
  • Guarantee that the information provided to the “Data Controller” is truthful, complete, accurate, updated, verifiable and understandable.
  • Rectify the information when it is incorrect and communicate this to the Data controller.
  • Provide the Data controller, according to the case, with data whose Treatment has been previously authorized, in accordance with the present law.
  • Ensure that the Data controller always maintains respect for security conditions and privacy of the Holder's information;
  • Inform the Data controller when certain information is under discussion on behalf of the Holder, if the claim has not completed the respective process.
  • Inform the Holder request regarding the use given to the data.
  • Guarantee the Holder, all the time, the full and effective exercise of the right of habeas data.
  • Preserve the information under the conditions of security necessary to prevent its adulteration, loss, consultation, use or unauthorized access or fraud.
  • Timely updating, rectification or deletion of the data in accordance with the terms of the present Law.
  • Update the information reported by those responsible for the Treatment within five (5) working days of receipt.
  • To process inquiries and complaints made by the Headlines under the terms of the present Law.
  • Adopt an internal manual of policies and procedures to ensure proper compliance with the present Law and, in particular, for the attention of queries and complaints by the Holders.
  • Register in the database the legend "claim in process" in the form in which it is regulated in the present law.
  • Insert in the database the legend "information under judicial discussion" once notified by the competent authority about judicial proceedings related to the quality of personal data.
  • Refrain from circulating information that is being controversial by the Holder and whose blocking has been ordered by the Superintendence of Industry and Commerce.
  • Allow access to information only to those who can access it.
  • Inform the Superintendence of Industry and Commerce when there are violations of the security codes and there are risks in the administration of the information of the Holders.
  • Comply with the instructions and requirements issued by the Superintendence of Industry and Commerce.

4.6. Complaints and claims procedures
  1. Queries:
    1. At any time, the Holders, after proof of identity, may consult, request and access the personal data stored in the O4IT database.
    2. O4IT will make the email available to the Holders.
    3. O4IT must attend the consultations within a maximum term of ten (10) business days, counted from the date of receipt of the query.
    4. The Legal Department of O4IT will be responsible for answering the queries.
  2. Claims:
    1. This procedure applies when the Holder considers that the data registered by O4IT is incorrect or incomplete, or that O4IT is not complying with the duties and obligations contained in the law.
    2. O4IT will make the electronic mail: available to the Holders.
    3. The Claim request made by the Holder must have the following information:
      1. Identification of the Holder.
      2. Description of the facts that give rise to the claim.
      3. Address of the Holder.
      4. Documents you want to assert.
    4. If the claim request is incomplete, the interested party must be ask to correct the deficiencies within 5 working days from the date of receipt of the claim. If after two months, the applicant does not present the requested information, it will be understood that he/she withdrew the claim.
    5. Once the claim has been receive with all the form and fund elements, the corresponding "Claim in Progress" database must be update, until the claim is decided.
    6. The maximum term to answer claims will be 15 business days from the day following the date of receipt.
    7. Complaint before the Superintendence of Industry and Commerce:
      • The Holder may only file a complaint with the Superintendence of Industry and Commerce once the Consultation and Claim procedure has been exhausted before O4IT.
5.1. Sanctions:
  1. 1. Failure to comply with this policy will result in O4IT sanctions provided by law 1581 of 2012 and others amendments thereto.
  2. 2. Failure to comply with this policy on the part of the Responsible who are O4IT employees will be considered a serious misconduct according to the provisions of the internal work regulations.
  3. 3. Failure to comply with this policy by the responsible who are O4IT contractors and / or suppliers, will be considered a just cause for termination, in addition to the applicable economic sanctions.
  • Personal Data:
    Is any piece of information linked to one or more specific or determinable persons, or which may be associate with a natural or legal person. Impersonal data is not subject to the data protection regime of this law. When reference is made to a piece of information in the present law, it is presumed that it is for personal use. Personal data may be public, semi-private or private.
  • Sensitive Data:
    Data that affects the privacy of the Holder or whose improper use may generate discrimination.
  • Holder or Holders:
    Natural person whose personal data is subject to Treatment.
  • Habeas Data:
    It is the constitutional right that all persons have, to know, update and rectify the information that has been collected about them in databases or files, and other rights, constitutional freedoms and guarantees referred to in article 15 of the Political Constitution; as well as the right to information enshrined in article 20 of the same.
  • Registry:
    Set of related data, which constitutes a unit of information in a database.
  • Treatment:
    Any operation or set of operations on personal data, such as collection, storage, use, circulation or deletion.

Privacy Statement

O4IT (and its subsidiary Shieldnow) have participated and certified in the "Privacy Shield" compliance framework between the US and the EU. O4IT is committed to submit all personal data received from the European Union, European Economic Area and Switzerland, in compliance with the principles of the Privacy Shield framework.

O4IT is responsible for the processing of personal data it receives under the Privacy Shield framework and subsequently transfers it to third parties acting as an agent on its behalf. From now on, O4IT complies with the Privacy Shield principles for all transfers of personal data from the EU, including the provisions on the responsibility of the transfer.

With respect to personal data received, collected or transferred under the (US) Privacy Shield framework, O4IT is subject to the regulatory powers of the Federal Trade Commission (FTC). In certain situations, O4IT may be required to disclose personal data in response to requirements issued by public authorities, including national security or law enforcement requirements.

If your personal information changes, you must correct or eliminate it by contacting us through our lines of communication or mail mentioned at the end of this document. We will be responding to these requests within 30 days after receiving it.

Upon request, O4IT will provide you with information on how we maintain or process on behalf of a third party, any of your personal data. To make these types of requests, please contact us at

We will maintain your information while your account is active or it is necessary to provide you with our services. We will also maintain it as long as necessary to comply with our legal and contractual obligations and to resolve disputes.

O4IT collects personally identifiable information from its customers in different ways, including offline subscriptions and order forms, paper or telephone surveys and other instances where customers voluntarily provide this information. Additionally, contact information can be collected through the support sessions, as well as in connection with the services offered on the O4IT site. If you provide personal information about other people, or other people give us personal information about you, we will use that information for the specific reason for which it was provided.

O4IT can collect information such as contact name, name and type of company, address, telephone number, email address and billing information, including credit card number and expiration date, as well as other information. We will only use your name, address and billing / credit card information to process your order. The addresses are used for customer support, necessary notifications, product updates and declarations, and product launches. Under no circumstances will we use this information for anything else that is not described in this Privacy Statement. Users can choose not to receive marketing information by clicking the Unsubscribe link located at the bottom of all marketing and customer notifications or by sending a General inquiry to

However, even when a customer has chosen not to receive any marketing data, in order to comply with our service obligations, O4IT will continue to send emails regarding the management of customer accounts or interruptions of the Services due to maintenance or failures of infrastructure or systems.

Likewise, information is also collect from applicants to join our team, for whom the conditions described in this document will also apply, through the following link:

The information will be made available to the public only when required by government agencies, in response to legal proceedings or court orders, when we believe in good faith that disclosure becomes necessary to protect our rights, protect your safety or that of others, fraud investigations, respond to a government request or according to the terms and conditions of our agreements with customers.

When customers request our services or sign up for any other product or service through O4IT, they may be required to submit financial information such as a credit card number and a billing address before processing the request. O4IT will not sell, share or rent any financial information collected except as disclosed in this statement.

O4IT registers its unique network address and Session ID when it logs through the portals for creating incidents (, email managed by O4IT and access to virtual desk services, for monitoring and internal audit purposes.

O4IT uses the best practices for:

  1. Maintain accurate information about our customers.
  2. Establish rigorous security controls and procedures to protect the information collected about our customers.
  3. Constantly monitor our systems, which are protected using industry standard security measures.

Transport Layer Security (TLS) connections are used to communicate with our system to protect sensitive data and information from our customers, such as:

  1. Financial data of the customer (e.g. credit card number or bank account information).
  2. Encryption of vital information and access credentials that the clients enter through our sites.

Despite the establishment of these types of controls for the protection of network communications and the Site, O4IT cannot guarantee that the information sent, maintained or transmitted from our systems will be completely secure. Therefore, we cannot guarantee its absolute security.

Through the contact data listed below in this document, customers can:

  1. Access all personal identification information we collect and maintain.
  2. Correct errors on personally identifiable information.

To protect the privacy and security of the client, O4IT reserves the right to verify the client's identity by means of a questionnaire before granting access, processing changes or making corrections.

O4IT may contact customers, business partners and independent contractors regarding the products and services offered by us. We may also use the information collected through the Site to conduct research on the effectiveness of the Site, related marketing, advertising and sales pieces. The information will be made available to the public only when required by government agencies, in response to subpoenas, court orders or other legal processes when we believe disclosure is necessary to protect our rights, protect your safety or that of others, in investigations of fraud, respond to government requests, as disclosed in the terms and conditions of our customer agreements. In certain situations, O4IT may be obliged to disclose personal data in response to legal requests from public authorities.

The electronic communications may be sent by O4IT using the personal contact information of the clients to inform them of new products, events, Industry news, among others. If customers do not wish to receive these notices, they may opt-out of receiving more marketing information by clicking on the Unsubscribe link located at the bottom of all marketing and customer notifications. However, to comply with our service obligations, O4IT will continue to send emails regarding the management of customer accounts or service interruptions for the system maintenance.

For information and personal data collected from customers to be disclosed to third parties and business partners of O4IT there are clauses, confidentiality agreements, and non-disclosure agreements, which is stated that this data and information will not be used for any other purpose, except to perform the service they are providing for O4IT, and only the forms described in this privacy statement and the O4IT security statements. We do not sell your personal information to third parties. O4IT may also disclose anonymous aggregate data based on information collected from customers to current or potential investors or partners. If a sale of O4IT's business ever occur, the information collected from the customer may be transferred along with the sale, but the information will be treated in the same manner as stated in this Privacy Statement. In the event of significant changes in the way your information is handled, we will notify you by posting of a prominent notice on the Site or by email.

Protecting the privacy of the youngest is especially important. For that reason, we never collect or maintain information on our Site from those we really know are under 13, and no part of our Sites is structured to attract children under 13 years of age.

The site may contain links to third party websites. Please note that the privacy statement and other statements of these websites may differ from those of O4IT. We strongly recommend that customers review the privacy statements of any online service before sending personally identifiable information.

O4IT has no control and is not responsible for the information and personal data processing practices of other websites, including those to which we may link and those that may link to us.

Our website includes social media features, such as Facebook, Twitter and LinkedIn buttons. These functions may collect your IP address, the page you are visiting on our site, and may set a cookie to work properly. The Social media features and widgets are hosted by a third party. The privacy statement of the company that provides it governs your interactions with these features.

You can apply to job postings through our site without creating an account. For our clients, the Services Portal Now service is available for the creation of cases related to problems or new requests for the services they have contracted with us.

By choosing to visit and interact with the O4IT websites, customers and applicants agree that their visit and any dispute related to the protection of their privacy during such visit is subject to this Privacy Statement including, but not limited to, Article 15 of the Colombian Constitution and Law 1581 of 2012. Please note that, if customers enter into other contractual agreements with O4IT, the privacy terms and conditions of such agreements may supplement or replace this statement. Questions and concerns about privacy in O4IT should be directed to

  • By Email: O4IT USA LLC.
    • 11303 NW 65th St.
    • Doral, Fl 33178
    • +1 305 470 0047
  • Directed to: Legal Department

O4IT reserves the right to change this Privacy Statement and other statements at any time, subject to applicable laws and regulations, by posting a prominent notice of any material changes on the Site before the change becomes effective.

Regardless of updates or subsequent changes to our Privacy Statement, we will never use the information you submit under our current Privacy Statement in a new way without first giving the opportunity to opt out or otherwise avoid that use.

O4IT and its partners use cookies or similar technologies to analyse trends, manage the website, track the movements of users around the website and collect demographic information about our user base as a whole. You can control the use of cookies at the individual browser level, but if you decide to disable cookies, you can limit the use of certain features on our website or service.

As with most websites, we automatically collect certain information and store it in log files. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), reference / exit pages, operating system, date / time stamp and / or clickstream data.

We may combine this automatically collected registration information with other information we collect about you. We do this to improve the services we offer you and to improve the functionality of marketing, analysis or site.

The O4IT websites do not show any type of advertising outside the company's own.