Privacy Policy

1. Who this policy applies to

This Privacy Policy applies to:

• LGUs and government offices using Govt Bot
• Government admin users with authorized access to Govt Bot
• Citizens whose information is stored, processed, or accessed through Govt Bot
• Users of the Govt Bot citizen app
• Website visitors who submit inquiries or demo requests

2. Roles and responsibilities

For citizen records and benefit program data, the LGU is generally responsible for deciding what personal data is collected, why it is collected, and how it is used.

Govt Bot acts as a technology service provider that processes data on behalf of the LGU based on the LGU's instructions, system configuration, and applicable agreements.

Each LGU is responsible for ensuring that it has the proper authority, legal basis, notices, consents where required, and internal policies for collecting and using citizen data.

3. Personal data we may process

Govt Bot processes two main types of personal data: citizen data and platform user data.

Citizen data. Depending on how an LGU uses Govt Bot, the platform may process citizen information such as:

• Full name
• Date of birth and age
• Gender
• Address, barangay, city, municipality, or province
• Contact number and email address, if collected
• Household information and citizen category
• Government ID or reference numbers, if collected by the LGU
• Digital citizen ID details, QR code, or unique citizen identifier
• Benefit program eligibility, application, approval, and availment history
• Service or assistance records
• Citizen app login or usage information
• Other information uploaded or entered by authorized LGU users

Some citizen information may be considered sensitive personal information under applicable law, depending on the type of data collected and how it is used.

Platform user data. For LGU users, government admin users, and other authorized users of the Govt Bot platform, Govt Bot generally collects only the information needed to create, authenticate, and manage user accounts. This may include:

• Email address
• Name and basic profile information
• Login and authentication information
• Role, access level, and organization or LGU affiliation
• System activity logs for security, audit, and access control purposes

Govt Bot may allow users to sign in using Google Single Sign-On. When Google Sign-In is used, Govt Bot receives only the user's email address and basic profile information needed to authenticate the user and manage access to the platform.

Govt Bot does not request access to users' Google Drive, Gmail, Calendar, or other Google account data unless separately disclosed and authorized.

4. How data is collected

Data may be collected when:

• An LGU uploads citizen records into Govt Bot
• A government admin user creates or updates a citizen profile
• A citizen uses the Govt Bot citizen app
• A citizen's QR code is scanned by an authorized user
• A benefit program is created, assigned, approved, or availed
• An LGU user or government admin user creates an account or signs in to the platform
• A user signs in using Google Single Sign-On
• A user submits a form, demo request, or support inquiry
• The system creates logs for security, access control, and audit purposes

5. How data is used

Govt Bot may process personal data to:

• Create and maintain a citizen database
• Generate digital citizen IDs and QR codes
• Verify citizen records
• Manage benefit programs, eligibility, availment, and service delivery
• Produce citizen analytics and reports for LGUs
• Support barangay-, city-, municipal-, or provincial-level planning
• Provide citizens with access to their digital ID and benefit information
• Create, authenticate, and manage LGU and admin user accounts
• Manage user roles, permissions, access control, and audit logs
• Secure the platform and prevent unauthorized access
• Provide technical support and system maintenance
• Comply with legal, regulatory, audit, or contractual obligations

6. Citizen analytics

Govt Bot may generate dashboards, charts, and reports based on citizen records and benefit program activity.

Analytics may include breakdowns by barangay, age group, gender, citizen category, benefit program, eligibility status, and availment status. Where possible, analytics should be used in aggregated form to support planning, reporting, and public service delivery.

7. Data security

Govt Bot uses reasonable technical and organizational safeguards designed to protect personal data from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include encryption, user authentication, role-based access controls, authorized admin access, access restrictions, audit logs, secure cloud infrastructure, and regular security reviews.

No system can guarantee absolute security, but Govt Bot is designed to protect data using appropriate security measures.

8. Access to data

Citizen data should only be accessed by authorized users, such as approved LGU admin users, authorized government staff, and permitted technical support personnel.

LGUs are responsible for assigning appropriate access levels to their users and ensuring that only authorized personnel can view, create, edit, export, or manage citizen records.

9. Sharing and disclosure

Govt Bot does not sell citizen personal data.

Personal data may be shared or disclosed only when:

• Authorized by the LGU
• Required to provide the Govt Bot service
• Needed for technical support, hosting, storage, system operations, or maintenance
• Required by law, regulation, court order, lawful government request, or audit
• Necessary to protect the security, rights, or integrity of the platform, users, citizens, or the public

Service providers used to support Govt Bot are expected to process data only for authorized service-related purposes.

10. Data retention

Citizen data is retained based on the instructions, policies, and requirements of the LGU, unless a longer retention period is required by law, audit, or legitimate government purpose.

LGUs may request data export, deletion, or retention changes, subject to applicable agreements, technical feasibility, and legal requirements.

Platform user account data is retained for as long as needed to provide access to the platform, maintain security and audit records, comply with legal or contractual obligations, or support legitimate operational requirements.

11. Data subject rights

Citizens and platform users may have rights under applicable data privacy laws, including the right to be informed, access personal data, request correction, object to processing, request deletion or blocking where applicable, and file a complaint with the appropriate authority.

Requests relating to citizen records should generally be directed to the relevant LGU, since the LGU controls the citizen database and determines how citizen data is used.

Govt Bot may assist the LGU in responding to data subject requests where technically feasible and required under the applicable agreement.

12. Citizen app

Citizens using the Govt Bot citizen app may be able to view their digital ID, QR code, profile information, and benefit status.

Citizens are responsible for keeping their login credentials secure and for informing the LGU if they believe their account, ID, or QR code has been misused.

13. Website data

The Govt Bot website may collect basic technical information such as browser type, device type, pages visited, and form submissions.

This information may be used to respond to inquiries, provide demos, improve the website, and understand website performance.

14. Updates to this Privacy Policy

Govt Bot may update this Privacy Policy from time to time. Updates will be posted on the website with a revised “Last updated” date.

For material changes affecting LGU customers or citizen data, Govt Bot may provide additional notice where appropriate.

15. Contact

For privacy-related questions, contact the Govt Bot Privacy Team at hello@advark.ai.

For requests relating to citizen records, citizens should contact their city, municipality, province, or barangay office directly.