Privacy notice

What we collect, and only when we need it

• Browsing is anonymous. Looking at offices, services and requirements asks for nothing at all.
• When you book, we collect your name, and a contact detail only if you ask to be contacted. You may choose “do not contact me”.
• Your concern summary is what you type. Please keep it brief and avoid sensitive personal details.
• Documents you upload are stored privately, outside the public web folder, and are released only to authorised staff.
• A priority claim (senior citizen, person with disability, pregnant) is recorded so staff can verify your identification at the counter.

What we never do

• Your name, contact and concern never appear on the public queue display. That screen shows a number and a counter, nothing else.
• We do not publish a council member’s private calendar.
• We do not use your details for anything other than preparing and completing your transaction.

How it is protected

• Your name and contact details are encrypted in our database.
• Your reference code is randomly generated so it cannot be guessed, and sensitive services add a separate PIN.
• Staff access is limited by role, and viewing or changing a record is logged.

How long it is kept

Visitor records are scheduled for anonymisation 365 days after the transaction. Retention period requires approval by the Data Protection Officer and the records officer before it is applied

Your rights

Under the Data Privacy Act of 2012 (RA 10173) you may ask to see, correct, or object to the processing of your personal information. Please contact the Office of the Secretary of the Sanggunian. Contact details for the Data Protection Officer are for verification