Privacy Policy
Last Updated: August 22, 2025
Table of Contents
1. Scope and Data Controller
This Privacy Policy explains how [Company Name] ("we," "our," or "us"), the operator of BarangayCloud, collects, uses, and protects your personal information when you use our website and services.
We are the data controller for the personal information we collect through our services. Our contact information is provided at the end of this policy.
This policy applies to all users of our website and services, including barangay officials, residents, and visitors to our platform.
2. Data We Collect
2.1 Personal Information
We collect personal information that you provide directly to us, including:
- Name, email address, and contact information
- Account credentials and authentication information
- Profile information and job title
- Resident data entered by barangay officials (with proper authorization)
- Payment information for subscription services
- Communications you send to us
2.2 Usage Data
We automatically collect information about how you use our services:
- Log files, including IP addresses and browser information
- Device information and operating system details
- Pages visited and features used
- Time and date of access
- Referring website information
2.3 Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience and collect usage information. See Section 10 for detailed information about our cookie practices.
3. How We Use Data
We use your personal information for the following purposes:
3.1 Service Provision
- Providing and maintaining our platform
- Processing user registrations and managing accounts
- Enabling barangay management functions
- Generating certificates and official documents
- Facilitating communication between users
3.2 Business Operations
- Processing payments and managing subscriptions
- Providing customer support and responding to inquiries
- Analyzing usage patterns to improve our services
- Preventing fraud and ensuring platform security
- Complying with legal obligations
3.3 Communications
- Sending service-related notifications
- Providing updates about new features
- Marketing communications (with your consent)
- Responding to support requests
3.4 Legal Basis for Processing
We process your personal information based on:
- Contract performance (providing our services)
- Legitimate interests (improving our services, security)
- Legal obligations (compliance with applicable laws)
- Consent (where explicitly provided)
5. International Transfers
Your personal information may be transferred to and processed in countries other than your country of residence. When we transfer information internationally, we ensure appropriate safeguards are in place:
- Adequacy decisions by relevant data protection authorities
- Standard contractual clauses approved by data protection authorities
- Certification schemes and codes of conduct
- Other legally recognized transfer mechanisms
We take steps to ensure that your data receives an adequate level of protection in the countries to which it is transferred.
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.
6.1 Retention Periods
- Account Information: Until account deletion plus 30 days for security purposes
- Usage Data: Typically 2 years for analytics and improvement purposes
- Financial Records: 7 years as required by law
- Support Communications: 3 years for quality assurance
- Legal Hold Data: Until legal obligations are satisfied
6.2 Data Deletion
When we no longer need your personal information, we securely delete or anonymize it in accordance with our data retention schedule and applicable laws.
7. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
7.1 Access and Portability
- Request access to your personal information
- Receive a copy of your data in a structured, machine-readable format
- Request transfer of your data to another service provider
7.2 Correction and Updates
- Correct inaccurate or incomplete information
- Update your account and profile information
7.3 Deletion and Restriction
- Request deletion of your personal information
- Restrict or limit the processing of your data
- Object to certain types of processing
7.4 Withdrawal of Consent
Where processing is based on consent, you can withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
7.5 Exercising Your Rights
To exercise these rights, please contact us using the information provided in Section 12. We will respond to your request within the timeframe required by applicable law.
8. Security Measures
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:
8.1 Technical Safeguards
- Encryption of data in transit and at rest
- Secure Socket Layer (SSL) technology for data transmission
- Regular security assessments and vulnerability testing
- Access controls and authentication mechanisms
- Intrusion detection and prevention systems
8.2 Organizational Measures
- Employee training on data protection and security
- Background checks for personnel with access to personal data
- Data access controls based on job responsibilities
- Regular security audits and compliance reviews
- Incident response and breach notification procedures
8.3 Breach Notification
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify relevant authorities and affected individuals as required by applicable law.
9. Children's Privacy
Our services are not intended for children under the age of 13 (or the minimum age in your jurisdiction). We do not knowingly collect personal information from children under this age.
When barangay officials enter information about minors as part of their official duties, they must:
- Have proper legal authority to process such information
- Comply with applicable child protection laws
- Implement appropriate safeguards for minor's data
- Obtain necessary parental consent where required
If you believe we have inadvertently collected information from a child, please contact us immediately so we can take appropriate action.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
11.1 Notification of Changes
When we make material changes to this policy, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you via email if you have an account with us
- Post a notice on our website highlighting the changes
- Seek additional consent where required by law
11.2 Review and Acceptance
We encourage you to review this policy periodically. Your continued use of our services after changes become effective constitutes acceptance of the updated policy.
12. Contact Information
If you have questions about this Privacy Policy or our data practices, please contact us:
Data Protection Officer
[Company Name]
Email: privacy@[company].com
Address: [Company Address]
Phone: [Phone Number]
12.1 Response Time
We will respond to your privacy-related inquiries within 30 days (or as required by applicable law).
12.2 Supervisory Authority
If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.
This Privacy Policy is effective as of August 22, 2025 and supersedes all prior privacy policies.