Privacy Policy

The participating barangay is the personal information controller for citizen services and resident records. It determines purposes, lawful grounds, requirements, authorized personnel and applicable retention. Ask the barangay for its official privacy notice and designated privacy contact.

E SERBISYO IT SOLUTIONS operates the platform and processes barangay records on the barangay’s instructions. The operator acts as controller for processing it determines for its own platform administration, business contacts, support, security and legal duties. Actual purposes and agreements determine these roles.

Appwrite Cloud is our cloud data processor for database, authentication and file storage. For barangay records, it is a downstream processor under the operator’s arrangements. Appwrite does not decide citizen applications. Appropriate processing agreements and safeguards must support these arrangements; this notice does not replace them. See Appwrite’s processing and DPA information.

Depending on the service: name, email, contacts, address, residency/household information, birth details, application answers and supporting records. Sensitive information may include government identifiers, age, civil status, education, religion, ethnic origin and health or ambulance-related records. ID images, photos and signatures may also be processed where required for the service. Forms and barangay requirements identify required or optional evidence. Do not provide unrelated personal data.

Records may be provided by you, an authorized representative or barangay staff, including through imports of existing barangay records. Registry information may include household relationships, verification history and report records. Community reports may contain information about the reporter and other people mentioned in the concern. Legislative and community publishing tools can make material public when the barangay publishes it; internal case records and public publications have different access rules.

Operational information includes tracking numbers, review status, generated documents, staff actions, timestamps, payment amounts, provider references and verified payment status. Request passwords are stored as hashes. Tenant payment secrets are encrypted for server use and are not shown to citizens.

Accounts and infrastructure may process session cookies, authentication and multi-factor information, IP addresses, device/browser information, audit records, abuse-prevention signals, support messages and newsletter preferences. Provider records depend on the service and its policy.

Information is used to prepare, verify, submit, review, issue and track requested services; manage records and staff access; send service updates; verify payments; investigate errors and abuse; maintain security and accountability; and meet lawful recordkeeping and disclosure duties.

The basis depends on the purpose and information. It may include legal obligations or barangay public functions, a requested service or contractual necessity, legitimate interests where legally permitted and balanced against rights, or specific valid consent. Sensitive information requires a ground permitted by the Data Privacy Act, not simply a general assertion of legitimate interest. The barangay must identify its applicable grounds.

The privacy checkbox acknowledges this notice for the application; it is not consent to unrelated marketing or unlimited disclosure. Where consent is the basis, withdrawal is available through the relevant controller. Withdrawal does not invalidate prior lawful processing or erase a lawful retention duty. Declining required information may prevent processing; ask the barangay about alternatives.

For priced services with online payment enabled, answers, a password hash, evidence and policy acknowledgment are stored in a private checkout draft. Unpaid drafts do not enter the staff application queue. Only verified payment creates the submitted request. Free and hall-payment services use their applicable processes.

A browser may retain a draft reference to show a resume link on the same device. This reference is not authentication and contains no application answers or password. Status and checkout access still require the request password. Clear browser storage or use another device and you will need the saved resume link.

PayMongo receives the checkout amount, service description and necessary transaction references. Payment credentials are entered on its hosted checkout. The barangay owns the merchant account and receives the funds. PayMongo and payment institutions may separately process records for payment services and legal duties. For receipts, the platform retains structured collection data and verified refund history, and generates PDF attachments in memory rather than hosting receipt PDF files. Mail providers and recipients receive and may retain the attachments.

Selfies and government-ID evidence support verification. For applicable document downloads, the platform attempts to remove verification files after download. Uncompleted downloads, failed deletions, ID-card assets, retained application records and provider backups have different lifecycles; all copies are not necessarily immediately removed.

Authorized barangay staff access records for their duties. Authorized platform personnel may access information when necessary for support, administration, incident investigation or legal obligations, subject to purpose and access limits.

• Appwrite Cloud: database records, authentication and files, including requests and evidence.
• Application hosting and infrastructure, including Vercel where deployed: server processing, delivery and relevant operational logs.
• Brevo: service emails and configured subscriptions; messages may contain email, name, status, tracking references, document links and receipt PDF attachments with collection and refund details.
• Cloudflare Turnstile: human verification and abuse prevention, including technical browser and interaction signals.
• Document conversion: configured conversion servers process templates and populated documents. The configured CloudConvert path, if used, sends document content to CloudConvert. Such documents may include personal information.
• PayMongo and payment institutions: hosted payment processing, verification, transaction records and settlement to the barangay.

Providers may use authorized subprocessors. We do not sell citizen application records. Information may also be disclosed where required by law or a valid order, or where necessary and lawful to protect rights, safety or security.

Appwrite Cloud and other providers may process information in the configured service region and other countries for infrastructure, support or subprocessors. A database region does not guarantee that every email, log, payment record or backup stays in the Philippines or a single country.

The controller remains accountable for transfers to processors. Appropriate contractual, organizational and technical safeguards should govern processing under applicable law. Contact the operator or barangay about arrangements for your service. A provider certification or contract alone does not establish platform-wide compliance.

Authenticated barangay admins and staff can submit text support tickets. Staff see their own tickets; barangay admins see their barangay’s tickets. Eligible platform operators handle ordinary support, while bugs, technical issues and privacy cases are restricted to Super Admin. Internal notes are excluded from customer-visible responses. Submitted messages, account/tenant identifiers, actor history and any diagnostics you enter support handling and accountability; do not include unrelated resident records or credentials.

When activated for authorized platform operators, Telegram alerts contain only the ticket reference, category and authenticated dashboard link. Thread text, free-text subjects, attachments, resident identity and finance amounts are not included. Chat verification links and verified chat/user identifiers support operator enrollment. Replies occur in the dashboard.

Closed ticket content becomes eligible for disposal six calendar months after closure, subject to documented holds and privacy/records review. Reopening clears that prior disposal date. This period does not govern public sales inquiries, subscription agreements/collections, government records, audits, provider logs or backups. Subscription receipts and corrections support manual SaaS administration and remain separate from resident-service payments. Previously downloaded copies cannot be remotely recalled.

Public inquiries and privacy requests remain available by email without a support account or sales form. Ask the operator about the policy and recipients for your case.

The barangay determines retention of official applications, resident records, issued documents, accounting records and audits under applicable laws and approved records policies. The operator retains its own support, administrative and security records for stated purposes and legal duties. Disputes, investigations and legal holds may require continued retention.

PDF or verification-file cleanup is different from deletion of requests, residents, payments, audits or backups. Abandoned checkout drafts remain private until completed or removed under an applicable cleanup/retention process; closing checkout does not erase them. Contact the responsible controller about an unfinished draft or deletion request.

There is no single guaranteed retention period or immediate deletion promise for every system and backup. When information is no longer needed and no lawful retention ground applies, the responsible party should delete or anonymize it under its process. Ask your barangay for its official records schedule.

Controls include encrypted transport on supported production connections, private cloud storage, server-side tenant and role checks, password hashing, protected sessions, multi-factor requirements for designated staff actions and audit records. Tenant PayMongo secret and webhook keys use AES-256-GCM application encryption with a server-held master key.

This is not a promise of end-to-end encryption: authorized servers, processors and personnel need to process readable service data. No system is risk-free. Protect passwords, verification codes and document links. Report suspected exposure through the contacts below. Incidents are investigated and notification obligations handled as applicable law requires.

Session and security cookies support authentication, abuse prevention and payment rate limits. Security and payment providers may use necessary technology of their own. Browser restrictions may affect these functions. This notice does not claim that providers collect no technical data or that all cookies are session-only.

Service messages relate to requests and accounts. Newsletter signup is separate and optional; use its unsubscribe mechanism or contact us. Application terms/privacy acknowledgment does not enroll you in marketing.

Subject to lawful conditions and exceptions, rights include being informed, access, objection, correction, erasure or blocking, portability where applicable, consent withdrawal where relevant, damages where justified, and complaint to the National Privacy Commission.

Contact your barangay privacy contact, applicable municipal or city Data Protection Officer, or barangay Compliance Officer for Privacy for barangay-controlled records. For operator-controlled information or help locating the responsible party, email support@eserbisyo.com and identify your message as a privacy request. You do not need to complete the sales inquiry form. Proportionate identity or authority verification may be needed. Do not send passwords, payment credentials or unnecessary ID copies in an initial message.

Requests are assessed under applicable law, including duties to retain official records and protect others. A request may be lawfully limited or refused, with an explanation where required. You may contact the National Privacy Commission without giving up other remedies.

Public services may involve information about children. A parent, guardian or authorized representative may need to assist with a service involving a child or a person who cannot act independently. The barangay will explain the information and representative authority required for that service. Collect only what is necessary.

Updates identify their effective date and version. Recorded application acknowledgments preserve the version reference. Material changes will be communicated through the platform where appropriate; further notice or specific consent will be sought when law requires it.