EJM Medical Supply ("we," "our," or "us") is committed to protecting the privacy and personal data of all clients, procurement officers, and visitors to our business channels. This policy outlines how we collect, use, store, and protect information in the course of our business dealings.

1. Information We Collect

We collect the following types of information as necessary to process orders, fulfill contracts, and
provide customer support:

- Full name, position, and contact details (email, phone, office address) of authorized procurement
officers and receiving staff
- Company or institution name, Tax Identification Number (TIN), and PhilGEPS registration details
(for government accounts)
- Order history, delivery addresses, and payment records
- Any additional documentation required for compliance (e.g., Notice of Award, signed contracts,
BIR withholding certificates)

2. How We Use Your Information

Your data is used exclusively for:

- Processing and tracking orders and deliveries
- Generating invoices, official receipts, and compliance documents
- Fulfilling contractual obligations with government or private institutions
- Providing after-sales support, warranty claims, and technical assistance
- Meeting legal and regulatory reporting requirements (BIR, DOH, PhilGEPS)

3. Data Sharing
We do not sell, rent, or trade client data to third parties. Information may be shared only with:

- Logistics and courier partners for the purpose of order fulfillment
- Regulatory or government bodies when required by law
- Our corporate accounting and audit teams for internal financial processing

4. Data Security
All client records are stored in access-restricted systems. Physical documents (invoices, Delivery Receipts, contracts) are kept in secure filing systems within our Manila office. We employ reasonable technical and administrative safeguards to prevent unauthorized access, alteration, or disclosure.

5. Data Retention
Client records are retained for a minimum of five (5) years in compliance with BIR and corporate record-keeping requirements, or for the duration of any active contractual obligation, whichever is longer.

6. Your Rights
Clients may request access to, correction of, or deletion of their personal data by contacting our office in writing. We will respond to such requests within a reasonable timeframe, subject to applicable legal retention requirements.

7. Policy Updates
We reserve the right to update this policy from time to time. Material changes will be communicated to all active clients via email or official notice.