Privacy Notice

The Association for Overseas Technical Cooperation and Sustainable Partnerships, Bangkok office

1. AOTS statement

The Association for Overseas Technical Cooperation and Sustainable Partnerships, Bangkok office ("AOTS," "we," "our," or "us"), an organization for human resources development in developing countries that promotes technical cooperation through training, expert dispatch, and other programs, is aware that the proper management and protection of Personal Data (defined below) is important. 

Therefore, AOTS prepares this privacy notice (the "Privacy Notice") to notify you of AOTS's collection, use, and disclosure (collectively, "processing") of your Personal Data, whether this Personal Data pertains to you as a trainee, intern, lecturer, interpreter, visitor, event attendee, participants, supplier, vendor, prospective supplier and vendor, customers, potential customers, and contact person or representative or personnel of those persons ("you" or "your"). 

This Privacy Notice applies to all communication channels, both online and offline, whether face-to-face, over the phone, or via any other means used in communications for any activities, unless another specific privacy policy applies.

2. Collection of Personal Data

For the purpose of this Privacy Notice, "Personal Data" means any information relating to an individual that enables the identification of such an individual, whether directly or indirectly.

AOTS collects your Personal Data that is provided by you or third parties during various processes, e.g. in the process of registering for training sessions, visiting our premises or other communication channels, applying for positions, entering into an agreement with you, providing services, providing information to you, etc. 

Your Personal Data to be collected includes, but does not limit to, the following, depending on the role and relationship between you and AOTS:

  • Your name, surname, age, date of birth, job and position data, signature, photographs and videos of you, national identification card data, passport data, nationality, and any other data that is able to verify your identity (collectively, "Identity Data");
  • Your personal or business phone or mobile number, fax number, address, email address, social media profile, and your emergency contact information (collectively, "Contact Data");
  • Your educational background, academic record, work history, resume and CV, and bank account (collectively, "Training and Lecturing Data");
  • Your business transactions with AOTS, agreement data, services purchased, contact history, book bank, company directors and shareholders, comments, questions, inquiries, feedback, or survey responses (collectively, "Business Transaction Data"); and
  • Your food allergy, allergy, blood type, medical history, and religious data shown on the national identification card or other identifiable documents (which AOTS does not intend to process, but it may not be avoidable in practice).

If you provide AOTS with any Personal Data of other persons, you are obliged to ensure and warrant that you have the authority to do so in accordance with this Privacy Notice and such other persons have been informed of this Privacy Notice.

If AOTS learns that AOTS has collected Personal Data of any minors, AOTS will proceed to comply with the applicable law promptly. If you are a minor and consent for AOTS to process your Personal Data, AOTS may require you to prove that your holder of parental responsibility has consented to you doing so.

3. Processing of Personal Data

AOTS processes your Personal Data for the purposes below on a legal basis, e.g. your consent, contractual obligation, AOTS's legitimate interest, legal obligation, vital interest, and the establishment and defense of legal claims. 

Your Personal Data is required for the purposes below. Otherwise, AOTS may not be able to undertake any intended actions with you. The purposes of processing include but are not limited to the following (collectively, the "Purposes").

  • Provision of information: Your Identity Data and Contact Data are processed on a contractual obligation basis and AOTS's legitimate interest basis in order to provide you with the information requested by you, to analyze and respond to your comments, questions, inquiries, or feedback, to provide you with information related to our services and events, and to provide other relevant information of terms and conditions or this Privacy Notice or other related documents to you.

    In certain cases, AOTS may also process the above Personal Data on your consent for AOTS's marketing activities including, but not limited to, sending advertisement emails and other materials and other promotional activities and materials in relation to AOTS and other organizations. 
  • Event attendance: Your Identity Data and Contact Data are processed on a contractual obligation basis and AOTS's legitimate interest basis in order to allow you to join AOTS's event or seminar, to provide information regarding event and seminar, to promote AOTS and AOTS's events, to publish photos of AOTS's event which may include photos of you, to gather information and improve AOTS's event, and other event-related undertakings. 
  • Training sessions: If you are trainee, intern, lecturer, or interpreter, your Identity Date, Contact Data and Training and Lecturing Data are processed on a contractual obligation basis and AOTS's legitimate interest basis in order to prepare participant lists, to conduct participant screenings, to invite and provide invitation letter, to arrange for the required transportation; hotel; accommodations; visa and work permit; and insurance, to provide training and lecturing sessions, to facilitate you with training and lecturing materials, to facilitate with the interpretation sessions, to provide internship opportunity, to consider suitability with a program, to ensure your living in other country throughout a program, to contact in emergency circumstances, to liaise with relevant persons and manage matters in relation to the program, to collect or make payments as applicable, and other undertakings in relation to the provision of training, intern, lecture, and interpretation. 
    Your food allergy, allergy, blood type, and medical history may also be processed in certain cases to ensure your health and safety on your consent. 
  • Business transaction: If you are supplier, vendor, prospective supplier and vendor, customers, potential customers, and contact person or representative or personnel of those persons, your Identity Data, Contact Data, and Business Transaction Data are processed on a contractual obligation basis and AOTS's legitimate interest basis in order to determine whether to enter agreements with you or your corporate entity, to authenticate and verify your identity, to keep as records and evidence, to order products or services, to contact your corporate entity regarding agreements, to perform contractual obligations, to manage payments, to facilitate transactions, and for other transactional undertakings.
  • AOTS operation: Your Identity Data, Contact Data, and Business Transaction Data are processed on AOTS's legitimate interest basis in order to manage and improve AOTS's operations, to conduct audits, to manage internal compliance, to implement terms and conditions or this Privacy Notice or relevant documents, to conduct and analyze research, to develop services, to conduct public relation activities, to analyze the efficiency of promotions; advertisements; and public relation activities, to customize strategy, to analyze both online and offline communication channels, to enhance security, and for other operational purposes. 
  • Legal compliance: Your Identity Data, Contact Data, and Business Transaction Data are processed on a legal obligation basis in order to act in accordance with AOTS's legal obligations and rights under the applicable law, to establish or comply with or exercise or defend against legal claims in the future, and for other legal compliance purposes. 
  • Security: Your Identity Data and Contact Data, especially video of you as captured by CCTVs, are processed on AOTS's legitimate interest basis in order to maintain AOTS's security. 
  • Identification and record: If you are visitors, event attendees, or participants, your Identity Data are processed on AOTS's legitimate interest in order to verify your identity and keep as a record and evidence. In limited certain cases, your religious data may be processed with your consent for the same purpose as it is shown on the identifiable documents.

4. Retention period

AOTS will retain your Personal Data for only as long as reasonably necessary to fulfill the Purposes. If a judicial action is initiated, your Personal Data may be retained until this action ends, including during any potential period for appeal, and will then be deleted or archived, as permitted by applicable law.

5. Security Measure

AOTS implements the appropriate physical and electronic security measures in retaining your Personal Data and to prevent it from being accidentally lost, or used, accessed, damaged, destroyed, altered, or disclosed without authorization. The physical security measures include locked lockers and access-controlled premises. The electronic security measures include limited access-control. AOTS will also promptly take corrective actions upon the occurrence of a security incident.

6. Disclosure of Personal Data

For the Purposes above, AOTS may disclose your Personal Data, only as applicable on a case-by-case basis, to AOTS in Japan and other countries, business partners, service providers, banks, IT solution, suppliers, hotels, airline, drivers, attendances, sub-contractors, external advisors, auditors, government agencies (e.g. the Revenue Department of Thailand or the Ministry of Economy Trade and Industry of Japan), or any other third parties, whether private or governmental. AOTS may make our reasonable effort to ensure that those who receive your Personal Data will have adequate personal data security standards according to the applicable law.

As mentioned above, AOTS may sometimes, in order to achieve the Purposes, disclose, share, and transfer your Personal Data to locations outside Thailand based on legal basis or exemptions. In certain cases, the personal data protection standards of such a country may be inferior to those under Thai laws. If the legal basis or exemption cannot be relied upon, AOTS will seek your explicit consent prior to doing so.

7. Your rights

You have the rights regarding your Personal Data as described below. Please contact AOTS if you wish to exercise any of these rights. AOTS may require you to prove your identity before complying with your request or exercise of rights in order to protect your own privacy and security. 

  • Right to access: You have the right to access or request copies of your Personal Data. AOTS will only provide you with access to the Personal Data contained in the documents requested, and not to the full documents themselves.
  • Right to rectification: You have the right to rectify your incomplete, inaccurate, misleading, or out-of-date Personal Data.
  • Right to data portability: You have the right to obtain your Personal Data you have given to AOTS or to request the transfer of your Personal Data to any third parties if such Personal Data is processed with your consent or on a contractual basis.
  • Right to object: You have the right to object to the processing of your Personal Data in certain cases.
  • Right to erasure: You have the right to request that AOTS delete, destroy, or anonymize your Personal Data in certain cases, including but not limited to when the Personal Data is no longer necessary for the Purposes, or when your Personal Data has been unlawfully processed.
  • Right to restriction: You have the right to request that AOTS restrict our use of your Personal Data in certain cases. 
  • Right to withdraw consent: You have the right to withdraw your consent regarding your Personal Data granted to AOTS at any time.
  • Right to make complaints: You have the right to submit complaints to relevant data protection authorities if AOTS has failed to comply with the applicable law.

AOTS will try to respond to all requests to exercise the above rights within 30 days. However, it may take us longer than 30 days if your request is particularly complex. AOTS generally does not charge any fee for the exercise of the above rights unless your request is unfounded, repetitive, or excessive.

8. Contact AOTS

Should you have any inquiries or would like to exercise your rights regarding your Personal Data, you may contact Senior Deputy Representative of AOTS at: 

  • phone number: +66-2-255-2370-2
  • email address: PDPA@aots.or.th
  • write to AOTS at: Gaysorn Amarin 12F, 496-502 Ploenchit Road, Lumpini, Pathumwan, Bangkok 10330, Thailand.

9. Updates

AOTS may periodically update this Privacy Notice to reflect any changes in the personal data protection law, other applicable laws, and our practice. For ease of reference, AOTS indicates the version and date of the Privacy Notice at the top of this Privacy Notice. AOTS recommends that you review this Privacy Notice periodically to learn of any changes. Should any changes require your consent under the applicable laws, AOTS will obtain your consent beforehand.
 

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