Privacy Policy | Barangay Balibago, Lian, Batangas

Barangay Balibago, Lian, Batangas ("the Barangay") operates this E-Services Portal to digitize census records and deliver barangay services online. This policy explains what personal data we collect through the portal, why, who can see it, and the rights you have over it under the Data Privacy Act of 2012 (Republic Act No. 10173).

By registering an account or using any service on this portal, you acknowledge this policy. If you do not agree, please do not submit personal data through the portal you can still transact in person at the Barangay Hall.

What We Collect

Account & identity: name, date of birth, gender, civil status, religion, nationality, place of birth, email, contact number, username/password.
Residency verification: a photo/scan of one government-issued ID and a one-time GPS location capture at registration (your coordinates and how accurate your device said they were, plus whether that point is inside the Barangay Balibago, Lian boundary), reviewed by the Barangay Secretary before your account is activated. The location is shown on a map inside this system; map images are loaded from OpenStreetMap, which sees the general area being viewed but not your exact coordinates.
Household & census details: address (house no., sitio), household membership, occupation, employment status, highest education reached, voter status and precinct, national ID number, vaccination status, and yes/no sector markers (person with disability, solo parent, overseas Filipino worker, out-of-school youth) where you provide these (e.g. through the survey or in-person census). Disability is sensitive personal information: it is only a yes/no marker, it is seen only by authorized barangay staff, and it is never printed on a document or shown on the portal.
Details of people in your household: if you are a verified resident you may tell us a household member’s name, date of birth, gender, civil status, position in the family, occupation, employment, education and, optionally, mobile number. We never ask for ID numbers, photos, voter or health information this way. Barangay staff review every such report before anything in the official record changes, and the report is deleted from the review queue after the review, like any survey submission.
Service records: document requests and released documents, court reservations, blotter entries you file or are named in, survey responses, and any payment reference for document fees.
Usage & security data: login timestamps and IP-level login attempts (fraud/abuse prevention), and a system-wide audit trail of actions taken on your record by staff.

We only ask for what a given service needs for example, the chatbot and public announcements pages require no personal data at all.

Why We Collect It

To verify you are an actual resident of Barangay Balibago, Lian before granting portal access.
To process the services you request: document issuance, court reservations, blotter filing, and the community survey.
To maintain the Barangay's census and official records, as required of a local government unit under the Local Government Code.
To notify you about your requests/reservations (SMS/email) and about barangay announcements.
To detect fraud, prevent abuse (e.g. repeated failed logins, duplicate survey submissions), and maintain an audit trail of who accessed or changed a record.

Who Can See Your Data

Access inside the Record Management System is role-gated staff only see what their role needs, not the whole database:

Barangay Secretary resident, household, blotter, document, and revenue records; resident verification; survey review.
Barangay Chairman everything the Secretary can see, plus officials/staff records and the audit trail.
Barangay Health Worker (BHW) survey intake and review only.
System Administrator cannot view resident, household, blotter, document, or revenue records. This role is IT-support only (staff accounts, backups, and the audit trail for troubleshooting) see the role table in this project's module specification.

We do not sell your data or share it with unrelated third parties. Two service providers process a limited slice of data on our behalf, strictly to deliver the feature you used:

PayMongo processes document-fee payments. The Barangay does not receive or store your card/e-wallet details, only a payment reference and status.
Our SMS gateway (Semaphore) delivers SMS notifications about your document requests and court reservations to the mobile number you provided.

When you pay a fee online, we email an Electronic Payment Acknowledgement to your account email. It contains only your name, the reference code, what you paid for, the amount, and the payment date and reference. It is sent from the Barangay's own mailbox on our web hosting, not through a separate email company.

How We Protect It

Passwords are one-way hashed never stored in plain text and never visible to staff.
When you register, we email you a one-time code to confirm your email address. When you log in, we send a one-time code to your email (or, only if you ask, by SMS to your mobile number) unless you chose "Remember this device" on that browser. Codes expire after 10 minutes and are stored only in a form nobody can read back.
ID photos and other uploads are stored outside the public web folder and cannot be executed as code.
Every add/update/archive/verification/document-release/reservation decision is written to an audit trail, viewable only by the Chairman and, for troubleshooting, the System Administrator.
All database queries use parameterized statements to prevent SQL injection, and every state-changing form is protected against cross-site request forgery (CSRF).

How Long We Keep It

Personal data that has served its purpose is permanently deleted on a fixed schedule, for your security and so the Barangay keeps no more than it needs. Deletion runs automatically every day; it cannot be undone.

Document requests that were never issued: online requests never paid or cancelled before paying, and older requests that were rejected
30 days after the request was cancelled, or after it was filed if it was never paid: Deleted entirely.
What stays: Only the activity-log entries recording that it was filed and rejected. If a fee was already paid, the request is kept like a released one (next row) so the payment stays on record.
Personal details on an issued (or later revoked) document request: date and place of birth, address, sex, civil status, email, contact number, the Barangay ID's photo link and emergency contact, the purpose as written, and the payment link
30 days after the document was issued: Erased. No more copies can be printed after this point. Request a new one if you need the document again.
What stays: Reference code, document type, the name it was issued to, issue date, the purpose category, its printed copies' numbers, and fee/payment status, so every copy's QR code can still be verified and the barangay's revenue records stay complete.
Rejected portal registrations (the account, its ID photo and location)
30 days after the registration was rejected: Deleted entirely, which also frees the username and email to register again.
What stays: Only the activity-log entry recording the decision.
The government ID photo and the device location captured when you registered
30 days after your registration was approved: Permanently deleted (the photo file and the coordinates).
What stays: Which type of ID you used, who reviewed your registration, and when.
Census survey submissions (online, BHW-assisted, or a household member reporting another member), including any ID photo attached to one
30 days after barangay staff reviewed them: Deleted. An attached ID photo is deleted as soon as staff review the submission.
What stays: Approved answers are already part of your resident record, which is an official census record and is kept, together with the ID photo if staff approved it for your Barangay ID.
Court reservations that expired without payment, or were cancelled or rejected before any payment
30 days after the reserved date: Deleted.
What stays: Confirmed reservations, and any reservation with a payment (including cancelled and refunded ones), are kept for the barangay's revenue records.
Copies of SMS notifications sent to your mobile number
90 days after they were sent: Deleted.
What stays: Nothing.
The record of emails sent to your email address (payment acknowledgements): the address used, subject, and whether delivery succeeded
90 days after the email was queued: Deleted.
What stays: The payment itself stays in the barangay's revenue records, and you can still view and print its acknowledgement in the portal.
Records of the one-time codes sent to your email or mobile number to log in or to confirm your email (the address or number used and the time; the code itself is never stored readable)
1 days after the code was sent: Deleted.
What stays: Nothing.
Browsers you chose to remember (the browser and device type, and when it was last used)
1 days after the 30-day remember period ended or the device was signed out: Deleted.
What stays: Nothing.
Records of failed login and document-lookup attempts (username and IP address)
7 days after the attempt: Deleted.
What stays: Nothing.

Kept, and not on this schedule:

Resident and household census records: official records of the Barangay as a local government unit; corrected or marked inactive (e.g. moved out, deceased) rather than deleted.
Blotter records: legal records that may be needed as evidence.
Revenue transactions: government financial and audit requirements.
Barangay officials and staff records: public office records.
The activity log (audit trail): accountability: it records who did what and when, but by record number only, without your personal details.

Staying accountable after deletion. Every automatic deletion is itself recorded in the Barangay's activity log (by record number, without your personal details), so the Barangay can still show what was deleted, when, and under which rule above.

Backups. For disaster recovery the system keeps encrypted backup copies of its database, accessible only to the System Administrator. Data erased above can remain inside an automatic backup until that backup is replaced (the most recent 14 automatic backups are kept); backups the System Administrator makes by hand are kept until they remove them. Uploaded ID photos are not part of these backups. If an older backup is ever restored, the next daily run erases any expired data again.

Your Rights Under RA 10173

As a data subject, you have the right to:

Be informed that your personal data is being processed (this notice);
Access the personal data we hold about you;
Request correction of inaccurate or outdated data;
Object to processing, and request suspension, withdrawal, blocking, removal, or destruction of your data, subject to the Barangay's legal recordkeeping duties;
Be indemnified for damages from inaccurate, unlawfully obtained, or unauthorized use of your data;
Lodge a complaint with the National Privacy Commission if you believe your rights have been violated.

To exercise any of these rights, contact the Barangay Hall. The address, phone number and email are in the footer of every page of the Portal.