Privacy Policy

1. Introduction

The Barangay Administrative Records Management and Monitoring System (BARMMS) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our system.

By using BARMMS, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our system.

1.1 Explicit Consent

Before collecting your personal information through any form in our system, we require your explicit consent. This consent is obtained through:

• Privacy Consent Checkboxes: All forms that collect personal, health, or sensitive information include a required privacy consent checkbox that you must check before submitting the form.
• Form Submission: By checking the consent checkbox and submitting a form, you explicitly acknowledge that you have read and agree to this Privacy Policy.
• Admin-Assisted Forms: When barangay staff fill out forms on your behalf, they confirm that you have been informed about this Privacy Policy and have provided your consent.

Important: You cannot submit forms that collect personal information without providing consent. If you do not agree to this Privacy Policy, please do not use the system or submit any forms.

You have the right to withdraw your consent at any time by contacting our Data Protection Officer. However, withdrawal of consent may affect our ability to provide certain services that require your personal information.

2. Information We Collect

Note: All information listed below is collected only with your explicit consent, as described in Section 1.1 above.

2.1 Personal Information

We may collect the following types of personal information:

• Name, address, and contact information
• Date of birth and place of birth
• Civil status and nationality
• Emergency contact information
• Health-related information (for health services)
• Government-issued identification numbers
• Employment and educational background

2.2 System Usage Information

We automatically collect certain information about your use of the system:

• IP address and device information
• Browser type and version
• Pages visited and time spent
• System access logs and timestamps
• Error logs and system performance data

3. How We Use Your Information

We use the collected information for the following purposes:

• Providing barangay services and processing requests
• Managing resident records and profiles
• Processing document requests and certifications
• Managing health records and vaccination schedules
• Handling blotter reports and community concerns
• Generating reports and analytics for barangay planning
• Improving system functionality and user experience
• Ensuring system security and preventing fraud
• Complying with legal and regulatory requirements

4. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties, except in the following circumstances:

• With your explicit consent
• To comply with legal obligations or court orders
• To protect the rights, property, or safety of the barangay or others
• To authorized government agencies as required by law
• To service providers who assist in system operations (under strict confidentiality agreements)

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption of sensitive data in transit and at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Employee training on data protection practices
• Incident response and breach notification procedures
• Regular backups and disaster recovery planning

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy:

• Active resident records: Retained while resident is active
• Document requests: Retained for 7 years as per government requirements
• Health records: Retained according to health regulations
• System logs: Retained for 2 years for security and audit purposes
• Inactive accounts: Deleted after 5 years of inactivity

7. Your Rights

You have the following rights regarding your personal information:

• Right to access and review your personal information
• Right to request correction of inaccurate information
• Right to request deletion of your information (subject to legal requirements)
• Right to withdraw consent for data processing - You may withdraw your consent at any time by contacting our Data Protection Officer. Note that withdrawal of consent will prevent you from using forms that require consent, and may affect our ability to provide certain services.
• Right to file a complaint with the Data Protection Commission
• Right to request information about data sharing practices
• Right to know what information is being collected and why
• Right to be informed before your information is collected (through privacy consent checkboxes on forms)

8. Cookies and Tracking

Our system uses essential cookies to maintain your session and ensure proper functionality. We do not use tracking cookies or third-party analytics that collect personal information.

9. Children's Privacy

We collect information about children only with parental consent and in accordance with applicable laws. Parents have the right to review, correct, or delete their children's information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes through the system interface or by email. Your continued use of the system after such changes constitutes acceptance of the updated policy.

11. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

12. Governing Law

This Privacy Policy is governed by the laws of the Philippines, including the Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules and regulations.