Privacy Policy - Document Tracking System

1. Introduction

Palapag LGU ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Document Tracking System ("the System"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the System.

Important: This Privacy Policy complies with the Data Privacy Act of 2012 (Republic Act No. 10173) of the Philippines.

2. Information We Collect

We may collect the following types of information:

Personal Information: Name, email address, phone number, department affiliation, and user credentials.
Document Information: Documents you create, track, or manage within the System.
Usage Data: Information about how you use the System, including login times, IP addresses, browser type, and activity logs.
Tracking Information: Document tracking history, status changes, and routing information.

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, maintain, and improve the System
To authenticate your identity and manage your account
To process and track documents within the organization
To generate reports and analytics for administrative purposes
To comply with legal obligations and government requirements
To communicate with you about System updates and important notices
To investigate and prevent security incidents

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

Consent: You have given clear consent for us to process your personal data for specific purposes.
Contract: Processing is necessary for the performance of a contract with you.
Legal Obligation: Processing is necessary for compliance with a legal obligation.
Legitimate Interests: Processing is necessary for our legitimate interests as a government institution.

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

Within the Organization: Information may be shared with authorized personnel for document routing and processing.
Government Agencies: Information may be shared with other government agencies as required by law.
Legal Requirements: We may disclose information if required by law, court order, or government regulation.
Service Providers: Information may be shared with third-party service providers who assist in System operations.

Data Protection: We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

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

Encryption of data in transit and at rest
Secure authentication mechanisms
Regular security audits and vulnerability assessments
Access controls and role-based permissions
Activity logging and monitoring
Regular backups and disaster recovery procedures

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Document tracking records are retained in accordance with government record-keeping requirements.

8. Your Rights Under the Data Privacy Act

Under the Data Privacy Act of 2012, you have the following rights:

Right to be Informed

You have the right to be informed whether your personal data is being processed.

Right to Access

You have the right to access your personal data being processed.

Right to Rectification

You have the right to correct any inaccuracies in your personal data.

Right to Erasure

You have the right to request deletion of your personal data under certain circumstances.

Right to Object

You have the right to object to the processing of your personal data.

Right to Data Portability

You have the right to obtain and transfer your personal data.

9. Cookies and Tracking Technologies

The System uses cookies and similar tracking technologies to enhance user experience. Cookies are small files stored on your device that help us:

Maintain your session and authentication status
Remember your preferences
Analyze System usage and performance
Detect and prevent security threats

You can configure your browser to refuse cookies, but this may affect System functionality.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes.

11. Data Protection Officer

For questions, concerns, or to exercise your rights under the Data Privacy Act, you may contact our Data Protection Officer:

Name: Data Protection Officer
Email: support@palapag.gov.ph
Phone: +63 920 954 4565
Address: Municipal Hall, Palapag, Northern Samar

12. Contact Information

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

Email: support@palapag.gov.ph
Phone: +63 920 954 4565
Address: Municipal Hall, Palapag, Northern Samar
Office Hours: 8:00 AM - 5:00 PM, Monday-Friday