Privacy Notice

Effective date: March 26, 2026 | Version: 2026-03-26-r2

This Barangay online system collects personal and, in some modules, sensitive information to process resident requests such as clearances, complaints, appointments, account verification, and related online barangay transactions.

Data We Collect

• Basic identity and contact information (name, address, mobile number, email).
• Request-specific details (service type, narrative, uploaded documents, evidence, schedule choices, and profile assets).
• Resident verification records such as uploaded Barangay Certificate of Residency images and OCR-extracted verification text.
• Technical metadata for security and audit (IP address, browser, timestamps).
• Consent logs, account verification review data, and admin audit records.

Why We Collect It

• To validate and process barangay services and complaints.
• To communicate updates, schedules, and official responses.
• To prevent fraud, abuse, and unauthorized access.
• To maintain compliance and audit records.

Third-Party Processors and External Services

Some optional features rely on third-party providers. We minimize outbound data and do not intentionally send sensitive complaint narratives, case content, respondent details, or uploaded evidence to external AI providers.

• OpenRouter: used only for optional AI assistance such as the chatbot, limited business-text suggestions, and aggregated admin analytics summaries. We limit prompts and avoid sending sensitive complaint or dispute content to this provider.
• OpenStreetMap Tiles: complaint-map tiles load directly in your browser so you can view and pin a location.
• Nominatim / OpenStreetMap: used only for reverse geocoding pinned coordinates into a readable address on the complaint map. Live location autocomplete is disabled to reduce unnecessary sharing.
• SMTP Email Provider: used to send OTPs, request updates, approval notices, and other transactional emails to users.

Data Minimization and AI Boundaries

• Complaint narratives, complaint evidence, dispute details, respondent information, and sensitive case content must stay within the barangay system and are not intended for third-party AI processing.
• Admin analytics sent to external AI are limited to aggregated counts, trends, and summary metrics rather than raw resident records.
• Resident-verification OCR runs locally in the browser as an assistive step; no third-party OCR API is intentionally used for the certificate image itself.
• Optional AI text-assistance features should be used only for general service guidance or non-sensitive text inputs.
• Users should not type full case facts, IDs, phone numbers, or other unnecessary sensitive information into optional AI chat or AI suggestion tools.

How We Protect It

• Role-based access controls and session security.
• CSRF protection on forms and server-side validation.
• Audit logging for sensitive administrative actions.
• Restricted access to uploaded files and records, including secure private storage for verification documents.
• Processor disclosure and privacy-consent logging for covered submission flows.

Data Retention

Your data is retained only as long as needed for service delivery, legal compliance, records management, and dispute handling. Expired or unnecessary records are archived or removed following barangay policy.

Your Rights

• Request access to your submitted records.
• Request correction of inaccurate personal information.
• Request deletion/limitation when allowed by law and policy.

Consent

By checking the privacy consent checkbox before submission, you acknowledge this notice and allow processing of your data for legitimate barangay service operations. Where a module uses an optional third-party processor, the form or feature will display an additional disclosure explaining what limited data may leave the system and for what purpose.

This notice is aligned with Philippine Data Privacy Act principles (RA 10173).