Privacy Policy

1. Information We Collect

When you submit feedback, a complaint, or a proposal through this portal, we collect:

• Your name and email address from the Google account you sign in with, and your mobile number (all required). We don't receive your Google password.
• The subject and description of your submission, and the photos you attach (at least one is required).
• Location details you provide or share, such as city, barangay, street, or GPS coordinates (only if you place a pin on the map).
• Technical information collected automatically, such as your IP address and submission timestamp, used for spam prevention and rate-limiting.

If you log in as staff, we additionally process your work email, hashed password, and account role to manage access to the administrative side of the system.

2. How We Use Your Information

• To review, classify, and act on your submission.
• To update you on the status of your submission and respond to it.
• To detect and prevent spam, duplicate, or abusive submissions.
• To generate anonymized, aggregate statistics (e.g. how many complaints a barangay received) for public transparency reporting and internal planning. These reports do not identify you.

3. Legal Basis for Processing

We process your personal information because it is necessary to perform a public service function — receiving and acting on citizen feedback — and because you consent to this Policy when you submit a report through this portal. Where you provide precise location data, this is done only with your explicit action (placing a pin on the map) and is never accessed automatically.

4. Who We Share It With

Your submission and contact details are shared only with the Legislative Services Office and, where needed to act on your report, the city office responsible for it (for example, the engineering office for a road complaint). We do not sell, rent, or share your personal information with private third parties for marketing purposes.

5. Data Retention

We retain submission records for as long as needed to act on them and to meet the government's records-retention obligations, after which they are archived or disposed of in accordance with applicable records-management rules for local government units.

6. Data Security

We apply reasonable organizational and technical safeguards to protect your information, including restricted staff access by role, encrypted password storage, and protections against common web attacks. No online system can guarantee absolute security, but we take reasonable steps to protect your data against loss, misuse, or unauthorized access.

7. Your Rights as a Data Subject

Under the Data Privacy Act, you have the right to:

• Be informed that your personal data will be, are being, or have been processed.
• Access your personal data that we hold.
• Request correction of inaccurate or outdated personal data.
• Object to or withdraw consent for further processing, where applicable.
• Request the erasure or blocking of your personal data under certain conditions.
• Be indemnified for damages sustained due to inaccurate, incomplete, or unlawfully obtained personal data.
• Lodge a complaint with the National Privacy Commission.

To exercise any of these rights, contact the Legislative Services Office using the details below.

8. Cookies

This portal uses a single strictly-necessary session cookie to keep staff logged in and to protect forms against forgery. We do not use advertising or third-party tracking cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision.

10. Contact Us

For questions about this Policy or to exercise your data privacy rights, contact:

Legislative Services Office
City Hall, San Jose del Monte
Mon–Fri, 8:00 AM – 5:00 PM · (044) 815-1000
[email protected]