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Legal · Colombian Law 1581 of 2012

Privacy and Personal Data Policy

Last updated:

This policy explains what personal data FIISS handles, why we use it, who we share it with, and how you can access it, correct it or ask us to delete it. It covers the fiiss.com website, the FIISS CRM, our contact channels (WhatsApp, email and phone) and our products AgroIA and IronLink.

It is governed by Colombian Law 1581 of 2012 and Decree 1377 of 2013 (compiled in Decree 1074 of 2015). The personal data protection authority in Colombia is the Superintendence of Industry and Commerce (SIC). This English version is provided for convenience; if it differs from the Spanish version, the Spanish version prevails.

1. Data controller

Company
Soft Global Services S.A.S. (FIISS brand)
Tax ID (NIT)
901.833.586-7
Registered in
Ciénaga, Magdalena, Colombia
Personal data email
info@fiiss.com
Phone
+57 320 692 5858
Website
www.fiiss.com

2. What data we handle

We only handle the data we need for each relationship. It is grouped by type of person, by channel and by product.

Product: AgroIA (agroia.pro)

Precision agriculture for banana crops. AgroIA handles location, aerial imagery and field data:

  • Details of the grower or client company, and the location of the farm with its plots and zones on a satellite map.
  • Readings from the soil sensors installed on the farm: moisture, temperature, pH, conductivity, nitrogen, phosphorus, potassium and node battery.
  • Aerial images taken by drone over the plots, which a computer-vision model analyzes to detect black sigatoka and locate outbreaks.
  • The agronomic reports generated from that data.

Product: IronLink (ironlink.pro)

GPS tracking and fleet management. IronLink handles vehicle location and, through it, information about the people who drive those vehicles:

  • GPS position of each vehicle, updated every 30 seconds, and route history.
  • Speed, accelerometer events (harsh braking, impacts and unauthorized movement), engine and battery status, and geofence entries and exits.
  • Fleet management data entered by the client: vehicles, drivers, trips, fuel and maintenance.
  • Platform user accounts, with their roles and permissions.

The client that contracts IronLink —the company that owns the fleet or the person who owns the vehicle— is the controller of the data about its vehicles and drivers, and is responsible for informing its drivers and obtaining their authorization. FIISS acts as a processor: it handles that data on the client’s behalf and only to provide the service. FIISS handles the client’s own business data (contract, billing and support) as controller, under this policy.

If you drive a vehicle equipped with IronLink, please direct your requests to the company you drive for. You can also write to us at info@fiiss.com and we will process your request with that company.

3. What we use it for

  • Managing business relationships with clients and prospects.
  • Quoting, invoicing and collecting payments.
  • Contacting you for business purposes by WhatsApp, email or phone.
  • Providing support.
  • Running our products and delivering the services you contract.
  • Meeting legal, accounting and tax obligations.

If a new purpose arises, we will tell you and, where the law requires it, ask for your authorization.

4. WhatsApp

FIISS uses Meta’s WhatsApp Business Platform (Cloud API) to send and answer WhatsApp messages.

  • The first message to a new contact asks for permission to keep writing.
  • Conversations —number, profile name, messages, date and time, and delivery or read status— are stored in the FIISS CRM to keep a record of the business relationship.
  • Meta acts as a processor and handles this data on servers outside Colombia, under its own terms.
  • To stop receiving messages, reply BAJA. See Opting out of messages.

5. Google Calendar

Internal users of the FIISS CRM can connect their Google account so that the appointments they schedule in the CRM show up in their Google Calendar.

  • Permission requested: only Google Calendar events (calendar.events).
  • What it is used for: only to create, update and delete the events the user schedules from the CRM. The CRM does not read, analyze or copy the other events in the user’s calendar.
  • Tokens: the access tokens issued by Google are stored encrypted.
  • Revoking access: users can do it at any time, by disconnecting the integration in the CRM or from their Google account settings (myaccount.google.com/permissions).
  • Information received from Google is not sent to artificial intelligence providers.

FIISS CRM’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Artificial intelligence

Some features of the FIISS CRM send text to artificial intelligence providers —Anthropic (Claude), OpenAI, Google or another compatible service, depending on how each feature is configured— to suggest drafts, for example of sales proposals. The AI only suggests: nothing is sent or saved until a person at FIISS reviews and confirms it.

In AgroIA, the Claude API (Anthropic) helps draft the agronomic reports from the soil and flight data.

These providers process the information outside Colombia.

7. Processors and international transfers

To operate, FIISS relies on providers that handle data on our behalf (processors):

  • Meta Platforms — WhatsApp Business Platform (Cloud API): WhatsApp messages. Outside Colombia.
  • Google — Google Calendar, for CRM users who connect it, and Google Fonts on this site. Outside Colombia.
  • Artificial intelligence providers — Anthropic, OpenAI and Google, depending on the feature (see Artificial intelligence). Outside Colombia.
  • Zoho — FIISS email. Outside Colombia.
  • GlitchTip — technical error logging for the CRM, which may include data from the operation in progress. Outside Colombia.
  • Telegram — internal notifications to the FIISS team, for example about billing statements. Outside Colombia.
  • Hosting — the FIISS website and CRM run on FIISS’s own servers, in Colombia.

When a processor is outside Colombia, this is an international transmission or transfer of data, which FIISS carries out in accordance with Article 26 of Law 1581 of 2012 and its regulations. We may also disclose data to authorities that request it in the exercise of their legal duties.

8. Your rights and how to exercise them

As the data subject, you have the right to:

  • Access, update and correct your data.
  • Request proof of the authorization you gave us.
  • Be informed of how we use your data.
  • File complaints with the Superintendence of Industry and Commerce (SIC).
  • Revoke your authorization and request deletion of your data.
  • Access your data free of charge.

How to do it

Write to info@fiiss.com with your name, the number or email your request refers to, and what you are requesting. We may ask for additional information to verify that you are the data subject.

  • Inquiries (what data we hold and how we use it): we reply within 10 business days. If that is not possible, we explain why and reply within 5 additional business days at most.
  • Claims (correcting, updating or deleting data, or a possible breach): we reply within 15 business days, extendable by up to 8 business days, explaining why. If your claim is missing information, we will ask for it within the following 5 days; if two months pass without a reply, the claim will be considered withdrawn.

After submitting your inquiry or claim to FIISS, you may turn to the SIC (www.sic.gov.co).

9. Data deletion

To ask us to delete your data, including WhatsApp data:

  1. Email info@fiiss.com with the subject line “Eliminar mis datos” (Delete my data).
  2. Include the phone or WhatsApp number, or the email address, whose data you want deleted.
  3. We confirm receipt of your request and verify that it comes from the data subject.
  4. We delete your data from our systems, including the WhatsApp conversations stored in the CRM, and confirm it to you in writing within the legal deadlines (15 business days, extendable by up to 8 more).

What we keep: only what the law requires us to keep —for example, invoices, billing statements and accounting and tax records— and for as long as it requires. Deletion does not apply when you have a legal or contractual duty to remain in the database. If you also opted out of messages, we keep only your number or email on a suppression list, so we never write to you again.

10. Opting out of messages

  • On WhatsApp: reply “BAJA” to our message.
  • By email: write to info@fiiss.com asking to opt out.

Opting out is permanent: we will not write to that number again.

11. Security, retention and minors

Security. We apply reasonable technical and administrative measures to protect data, such as role-based access and encrypted connections (HTTPS).

Retention. We keep data for as long as the business relationship or service lasts and, afterwards, only as long as legal, accounting and tax rules require.

Minors. FIISS services are not directed at minors.

12. Changes to this policy

When we change this policy, we will update the “Last updated” date at the top of this page. If the change is substantial —for example, a new purpose or a new processor— we will also notify you through the contact channels we have with you before applying it.

This version is effective as of .