Privacy Notice

DI&IGT Transport Management System - Optilo 

About Optilo 

Optilo is a software solution, which is used to manage global transportation of deliveries of Business Group DI&IGT to Philips’ customers. Optilo will provide the capabilities to enable us to deliver what we promise to our customers with excellence and efficiency. Philips employees in the Philips Control Tower (PCT) use Optilo for planning, execution and exception management. Optilo provides a visibility platform for all users in the transport chain; these are Philips employees and employees of Logistic Service providers contracted by Philips for transport execution. 

Personal data  

Personal data are information that identify an individual, or relate to an identifiable individual. In this context, this would mean that such information allows for you as an employee to be distinguished.  

In Optilo, the following data will be collected: 

1. From all users 

 

• email address, which is used for login and e-mail notification  

 

2. Additional data collected from employees who are involved in transport management 

 

• First name, last name, middle name, title, email address, phone number, mobile number, fax number 

 

3. Additional data collected from non-employees who are involved in physical transportation of the Philips’ goods 

 

• First name, last name, middle name, title, email address, phone number, mobile number, fax number

Purposes 

We, and our logistic service providers, may use Personal Data for regular transport management of Philips’ goods and in case of exceptions to contact users, Philips employees and/or non-Philips employees, for resolution of the exceptions 

Cross-border transfers

Your Personal Data may be processed by Philips and transferred to countries outside of your country or jurisdiction for processing purposes consistent with Philips legitimate business purposes. These countries or jurisdictions may not have similar data protection laws. If we transfer your information outside of your geographic region in this way, we will take the appropriate steps to protect your Personal Data, including, for example, through the use of contractual arrangements with our third-party partners, which impose requirements for a comparable level of protection. 

If you are located in the EEA, your Personal Data may be transferred to our affiliates or service providers in non-EEA countries that are recognised by the European Commission as providing an adequate level of data protection according to EEA standards. The full list of countries is available here.  

For transfers from the EEA to countries not considered adequate by the European Commission, we have put in place adequate measures, such as our Binding Corporate Rules for Customer, Supplier and Business Partner Data to protect your Personal Data. You may obtain a copy of these measures by following the link above or contacting privacy@philips.com. 

Data storage

Personal Data is stored on Servers in the European Union.

Data retention

We will retain your Personal Data for as long as needed or permitted in light of the purpose(s) for which it

was obtained. The criteria used to determine our retention periods include:

(i) the length of time we have an ongoing relationship with you to participate in the Initiative;

(ii) whether there is a legal obligation to which we are subject; or

(iii) whether retention is advisable in light of our legal position (such as in regard to applicable

statutes of limitations, litigation or regulatory investigations).

For the purposes of this initiative, the retention period will be 2 years.

Data security

Philips recognizes its responsibility to protect the information that is entrusted to us. As such, Philips has implemented appropriate technical and organizational measures to protect Personal Data.

With whom your Personal Data are shared

We may disclose your Personal Data:

• To our affiliates for the purposes described in this Privacy Notice; and

• To our third party service providers who provide services such as physical transport, customs

shipment invoice auditing and payment processing, order fulfillment, information technology

and related infrastructure provision, customer service, email delivery, auditing and other

services.

Employee rights

Employees have the right to access their own employee file. If the Personal Data are incorrect, incomplete or not processed, the employee has certain rights to have his Personal Data rectified, deleted or blocked, in accordance with applicable laws. Such requests can be made by contacting us at privacy@philips.com.

In your request, please make clear what Personal Data you would like to have changed, whether you would like to have your Personal Data suppressed from our database, or otherwise let us know what limitations you would like to put on our use of your Personal Data. For your protection, we may only implement

requests with respect to the Personal Data associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable.

Changes to this Privacy Notice

This Privacy Notice may be changed from time to time without notice. The most current version of the Privacy Notice will appear in the “My account” window of Optilo by clicking on the provided link. Therefore, we encourage you to check back often to learn about those changes. The most recent version shall supersede any and all prior versions of this Privacy Notice.

User Information

This portal uses Single Sign On for Philips employees. This means that you have access to Optilo without filling in your username and password again. Single Sign On makes your life easier, but can also pose a risk if you leave your PC unmanaged and unlocked (even for a short time), giving unauthorized persons the chance to access data in the Philips Applications.

For all users, when leaving your computer unmanaged YOU MUST LOCK your computer by pressing CTRL+ALT+DEL and click “Lock computer,” or by using the Windows shortcut, and pressing the “Windows”

key + “L”.>

Furthermore, applicable privacy, confidentiality and data security regulations and procedures must be followed at all times.