Privacy Policy

I – Our Identity and Commitment

FILOPA, S.A. is a company specialising in textile agency services. Within the limits of proportionality and appropriateness, considering its ability to allocate available resources and technical means, FILOPA, S.A. is deeply and genuinely committed to protecting the privacy of its clients and employees, whether regular or occasional, as well as the users of its various physical or digital platforms and media – such as paper files, digital records, and websites – with regard to the processing and circulation of their personal data.

II – Our Personal Data Collection and Processing Devices

We manage and operate the following systems for the processing of personal data:

• An IT system composed of a range of software solutions supported by hardware devices and similar tools, including email services and other external digital repositories and communication solutions;

• Paper files stored in cabinets and shelves located in access-restricted rooms;

• FILOPA website – www.filopa.pt.

III – Scope of this Privacy Policy

This Privacy Policy applies exclusively to the personal data collected, processed, and circulated by the company. A similar policy will also be contractually assumed by any entity processing such data on behalf of FILOPA. Links provided on FILOPA’s website that redirect to external websites are offered in good faith and in the interest of the user. FILOPA cannot be held responsible in any way for the collection, processing, or use of data by such external websites, nor for the accuracy, legality, or functionality of their content. As such, this Privacy Policy does not apply to them.

FILOPA considers it mandatory and presumes, without possibility of rebuttal, that users will read the privacy policies of all external websites they access.

IV – Purpose and Publication of this Privacy Policy

In addition to implementing it in its organisational processes, FILOPA has prepared this Privacy Policy to inform, clarify, and publicise the general rules concerning the privacy and processing of personal data it collects, strictly in accordance with the applicable legislation.

This policy will be available at FILOPA’s physical location and digitally at www.filopa.pt.

The provisions of this Privacy Policy complement the contractual terms (formal or informal) established between FILOPA and the data subjects. Please read this Privacy Policy carefully, as providing your personal data, either in person or through the aforementioned website, implies that you understand and accept its conditions and the lawful and legitimate purposes for which your data will be processed.

FILOPA reserves the right to amend this Privacy Policy at any time, with such changes duly communicated by the same means.

V – Definition of Personal Data

Personal data means any information or record, regardless of the medium or format (e.g. sound, image, written, handwritten, biometric), that relates to an identified or identifiable natural person.

An identifiable person is one who can be identified, directly or indirectly, through reference to one or more personal identifiers, such as physical, physiological, psychological, economic, ethnic, cultural, geographic, or social characteristics, or their location.

VI – Data Controller

The entity responsible for the collection and processing of personal data is FILOPA, which, in the context of its relationships with the data subjects, determines the data collected, the processing methods, and the purposes, always based on a lawful and legitimate basis.

VII – Types of Personal Data Collected and Processed

FILOPA collects and processes the following categories of personal data:

For product supply to clients: name, tax identification number, address, phone number, email, and other strictly necessary, proportional, and lawful data.
For employment or service contracts: name, identification document details, tax number, family information, social security number, contact details, health data, access and location information, and other necessary and lawful data.
For legal compliance: similar data as above, including for interactions with public or private entities.
For customer and supplier management: personal data required for contract management, sending of suggestions, marketing, promotions, news, complaints management, etc.
For legal protection and operations management: data used for accounting, audits, litigation, fraud detection, security control, network and systems management, and physical security.

FILOPA processes only the personal data required for its activity, to the extent strictly necessary, and based on a legal relationship or explicit, informed consent from the data subject.

VIII – When and How Personal Data is Collected

Personal data is collected by FILOPA in person, by telephone, or via its website.

Data is typically collected at the start of a contractual or other relevant relationship.

Website contact forms are securely transmitted via encrypted connections to FILOPA’s email servers and handled only by authorised data controllers.

Some data are mandatory and necessary for starting and maintaining the relationship, and if not provided, the relationship cannot proceed. The data subject will be informed of such requirements.

Apart from these, only publicly available or legitimately used data will be collected based on the user’s explicit consent (e.g. newsletter subscriptions). Data may be withdrawn at any time by the data subject.

All data will be stored in physical or digital formats in compliance with data protection legislation, in secure, access-restricted systems. Data will never be used beyond the consented or legitimate purpose.

IX – Purpose of Data Collection and Processing

The personal data collected serves various purposes, such as:

Client, supplier, and employee management;
Contract execution and service provision;
Customisation of services;
Marketing and promotional communication;
Complaint handling and satisfaction surveys;
Accounting, administrative, and legal management;
Fraud detection and protection;
Network and physical security;
Legal compliance and legitimate interests of FILOPA.

Further details will be provided when data is collected or upon request.

X – Data Retention Period

When legally required, data will be retained for the mandatory minimum period. Otherwise, FILOPA will store data only for the time strictly necessary to fulfil its purpose and will delete it afterwards.

XI – Data Subject Rights

Data subjects have the right to access, rectify, oppose, erase, limit, and transfer their personal data.

These rights may be exercised by contacting FILOPA at Rua Vale de Donas nº 13, 4800-476 Guimarães, Portugal, or by email: filopa@filopa.pt.

Complaints can be submitted to the Portuguese Data Protection Authority (CNPD) via www.cnpd.pt or by email: geral@cnpd.pt.

XII – Security Measures

FILOPA adopts technical and organisational measures appropriate to the risk and complies with applicable legal standards to protect data from loss, unauthorised access, misuse, or other unlawful processing. Both digital and paper forms are securely stored in encrypted or restricted-access repositories.

All personal data is hosted on secure infrastructure controlled by FILOPA or authorised subcontractors.

Users are encouraged to take additional security measures when browsing the Internet.

In cases of employee monitoring (e.g. access control, task monitoring), such measures are communicated in advance, and, where necessary, consent is obtained. All monitoring tools ensure the same level of data protection.

FILOPA has appointed a Data Protection Officer responsible for overseeing privacy practices, ensuring compliance, and liaising with supervisory authorities.

XIII – Data Protection Officer

The Data Protection Officer can be contacted at Rua Vale de Donas nº 13, 4800-476 Guimarães, Portugal, via email: filopa@filopa.pt or by phone: +351 253 141 641.

XIV – Data Sharing with Third Parties or Subcontractors

FILOPA may engage subcontractors to collect and process data under contractual obligations ensuring equivalent data protection standards. Data may also be shared with public authorities, such as tax authorities, courts, or police, when legally required.

XV – International Data Transfers

FILOPA may transfer personal data outside Portugal. In such cases, legal requirements concerning the destination country’s adequacy and data protection levels will be strictly observed.

XVI – Cookies

Cookies are small software tags stored on the user’s device that usually retain only preference-related information.

Consent will always be requested when cookies collect personal data.

Cookies allow websites to remember user preferences (e.g. language, layout, login), eliminating the need for repeated input.

Types of Cookies Used

• By duration:

Session cookies (deleted when browser closes)
Persistent cookies (remain for a predefined period)

• By source:

First-party (set by FILOPA’s own domain)
Third-party (set by external domains, e.g. social media plugins)

Cookies on our Website

• Enhance navigation by storing user preferences

• Support traffic and usage analytics through anonymised data

• Some are non-essential but may disable features if turned off

• May include third-party cookies not collecting identifiable data

• Include social media plugins that do not require consent from logged-in users

Cookie Management

Users can delete or block cookies via browser settings. However, this may impact functionality and require reconfiguration of preferences during future visits.