SG Systems Global SMS Messaging Opt-In Policy for V5 Traceability

1. Purpose
2. Scope
3. Policy Statement
4. User Consent and Opt-Out Procedures
5. Data Privacy and Security
6. Administration of SMS Messaging
7. Policy Review and Amendments
8. Conclusion

The purpose of this policy is to define the procedures and guidelines for sending SMS (Short Message Service) messages from the V5 Traceability system to users who have voluntarily opted in. These messages are limited strictly to event-triggered notifications related to the product’s functionality and operational updates, as set up by the system administrator.

The policy ensures that the SMS messaging process complies with legal regulations and industry standards, focusing on system-driven notifications rather than marketing or promotional messages.

This policy applies to all users of the V5 Traceability system who opt in to receive SMS notifications. The SMS messages are restricted to system-generated alerts and notifications based on events within the V5 Traceability system.

These include, but are not limited to, production updates, quality control alerts, inventory management updates, system maintenance reminders, or any other operational triggers set by the system administrator. No marketing or promotional content will be delivered through this SMS messaging channel.

1. Opt-In Requirement:Users must voluntarily opt in to receive SMS notifications from the V5 Traceability system. This opt-in process can be completed during system setup or at any time via the user’s account settings within the V5 Traceability system.
2. Event-Triggered Messages:All SMS messages will be event-triggered within the V5 Traceability system, meaning they are sent automatically in response to specific actions or occurrences as configured by the system administrator. Examples include:
   • Inventory level alerts (e.g., low stock warnings, stock replenishment triggers)
   • Quality control results (e.g., pass/fail notifications, lab sampling alerts)
   • Production milestones (e.g., batch completion, machine setup)
   • Compliance or audit notifications (e.g., updates on regulatory checks or validations
3. System Administrator Control:The system administrator will configure which events within the V5 Traceability system trigger SMS notifications. Users will be informed about the types of events they will receive notifications for, and they can tailor their notification preferences in consultation with the administrator.
4. No Marketing Messages:Under no circumstances will marketing or promotional content be sent through the SMS system. All messages will strictly pertain to the user’s role and the operational functions of the V5 Traceability system.

1. Consent to Receive SMS:Users must give explicit consent to receive SMS notifications. Consent is obtained through a formal opt-in process during system setup or through user settings. Users can view and modify their SMS preferences at any time.
2. Opt-Out Options:Users have the right to withdraw their consent at any time. Opt-out instructions will be provided within each SMS message. By following the instructions, users can stop receiving SMS notifications. Opting out will not affect the user’s access to the V5 Traceability system or other communication channels.
3. Changing Preferences:Users can also adjust their notification settings through their V5 Traceability account to control the types of event-triggered messages they wish to receive or stop.

1. Data Collection and Usage:The mobile phone number and any other personal information collected for SMS notifications will be used solely for the purpose of sending operational alerts. No personal data will be shared or used for marketing purposes.
2. User Database:The phone numbers collected for SMS notifications will be stored in a secure, dedicated database that is specific to the V5 Traceability system. These numbers will not be part of the broader SG Systems Global business database or mainframe. This separation ensures that the user’s contact details are solely used for product-related operational notifications and are not accessible for any other business purposes, such as marketing or sales outreach.
3. Compliance with Data Protection Laws:SG Systems Global will adhere to all applicable data protection laws, including but not limited to the General Data Protection Regulation (GDPR) and the Telephone Consumer Protection Act (TCPA). User data will be stored securely, and only authorized personnel will have access to SMS configuration settings.

System administrators are responsible for configuring the types of events that trigger SMS messages, ensuring compliance with this policy, and managing user preferences for SMS notifications. Administrators must ensure that only relevant, event-triggered notifications are sent to users who have opted in, and they must regularly review and update the list of events based on system usage and user feedback.

SG Systems Global reserves the right to review and amend this policy as needed to ensure continued compliance with evolving regulations and industry standards, as well as to improve the efficiency and relevance of SMS notifications provided through the V5 Traceability system. Any updates to this policy will be communicated to users, and their consent will be re-confirmed where required by law.

By opting in to receive SMS notifications from the V5 Traceability system, users agree to the terms of this policy. SG Systems Global remains committed to protecting user privacy, providing timely operational updates, and ensuring full transparency in the management of SMS messaging preferences.