Privacy Policy

1. Introduction

DevolveSphere Management Consultancy Services respects the privacy of barangay officials, personnel, system administrators, parties to barangay disputes, and other individuals whose information may be processed through the Katarungang Pambarangay Management System, referred to in this Policy as “KPMS” or the “System.”

This Privacy Policy describes the types of information processed through KPMS, the purposes for which such information is used, the safeguards applied to protect it, and the rights and responsibilities of users and data subjects.

2. Scope of this Policy

This Policy applies to the cloud-based and locally installed editions of KPMS, including related websites, portals, support channels, subscription services, and system-generated documents.

It applies to information entered, uploaded, generated, transmitted, or otherwise processed through KPMS by authorized users.

3. Parties and Responsibilities

3.1 Barangay or Subscribing Organization

The barangay, city, municipality, local government unit, or other subscribing organization that uses KPMS is primarily responsible for determining what personal information is entered into the System and the lawful purposes for which it is processed.

The subscribing organization is responsible for:

• Ensuring that information entered into KPMS is collected and processed lawfully.
• Limiting system access to authorized personnel.
• Maintaining the accuracy and completeness of encoded records.
• Managing the confidentiality of case information and generated forms.
• Responding to data-subject requests when legally required.

3.2 DevolveSphere

DevolveSphere provides the KPMS platform, hosting, maintenance, technical support, account administration, and related implementation services. DevolveSphere processes information only to the extent necessary to provide, secure, maintain, improve, and support the System, subject to applicable law and contractual obligations.

4. Information Processed Through KPMS

Depending on how the System is used, KPMS may process the following categories of information:

• Account information, including names, usernames, email addresses, roles, barangay assignments, and login credentials.
• Barangay profile information and official contact details.
• Information about complainants, respondents, witnesses, representatives, and other persons involved in barangay proceedings.
• Case information, including complaints, allegations, hearing schedules, notices, summons, settlements, certifications, and case outcomes.
• Information concerning Lupon members, Pangkat members, barangay officials, and authorized personnel.
• Files, documents, images, signatures, attachments, and other records uploaded to or generated by the System.
• Subscription, billing, payment-verification, and implementation-support information.
• Technical information such as login activity, IP addresses, browser details, device information, audit records, and error logs.

5. Purposes of Processing

Information may be processed through KPMS for the following purposes:

• Recording and managing Katarungang Pambarangay cases.
• Scheduling and documenting mediation, conciliation, arbitration, and other proceedings.
• Generating KP forms, notices, summons, certifications, reports, and related official documents.
• Managing user accounts, roles, permissions, and barangay assignments.
• Providing technical support, maintenance, onboarding, and training.
• Processing subscriptions and verifying payments.
• Monitoring system security, preventing unauthorized access, and investigating suspicious activity.
• Improving system functionality, reliability, accessibility, and performance.
• Complying with legal, regulatory, contractual, and governmental requirements.

6. Legal and Institutional Basis

The subscribing organization is responsible for ensuring that its collection and processing of personal information through KPMS has an appropriate legal or institutional basis.

Depending on the circumstances, processing may be based on legal obligations, the performance of public functions, compliance with governmental mandates, the administration of Katarungang Pambarangay proceedings, contractual necessity, legitimate interests, consent, or another lawful basis recognized under applicable law.

7. Access and User Accounts

Access to KPMS is restricted to authorized users. Each user is responsible for maintaining the confidentiality of their account credentials and for activities conducted through their account.

Users must not share passwords, access records outside their official functions, or disclose confidential case information to unauthorized persons.

8. Data Storage and Hosting

The cloud-based edition of KPMS may store and process information using third-party cloud infrastructure, databases, storage services, email services, payment services, and security providers engaged by DevolveSphere.

The locally installed edition may store information on the subscribing organization’s designated computer, server, local network, or backup location. The organization using the Local Edition is responsible for the physical security, device security, backup practices, and access controls applicable to its local installation.

9. Data Sharing and Disclosure

DevolveSphere does not sell personal information processed through KPMS.

Information may be disclosed only when reasonably necessary:

• To authorized personnel of the subscribing organization.
• To service providers that support hosting, storage, email delivery, payment processing, security, maintenance, or technical operations.
• To government agencies, courts, regulators, law-enforcement authorities, or other authorized bodies when required by law or valid legal process.
• To protect the rights, safety, security, and lawful interests of users, data subjects, DevolveSphere, or the public.
• With the documented authorization of the subscribing organization or the data subject, where applicable.

10. Data Retention

Information is retained only for as long as necessary to fulfill the purposes for which it was collected, comply with applicable legal and administrative requirements, maintain official records, resolve disputes, enforce agreements, and support legitimate operational needs.

The subscribing organization is responsible for determining appropriate retention periods for official barangay records, case documents, and generated forms under applicable laws, regulations, archival rules, and records-management policies.

11. Security Measures

DevolveSphere applies reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, disclosure, alteration, loss, misuse, or destruction.

These measures may include:

• Authentication and role-based access controls.
• Restricted access to case records.
• Encrypted communications where supported.
• Database and infrastructure security controls.
• Audit logs and activity monitoring.
• Backup and recovery procedures.
• Security updates and vulnerability remediation.
• Administrative account and permission management.

No information system can guarantee absolute security. Users and subscribing organizations must also apply appropriate organizational, device, password, network, and physical security controls.

12. Data Accuracy and Correction

Authorized users are responsible for ensuring that information entered into KPMS is accurate, complete, and updated when necessary.

Requests to correct official case records should normally be directed to the barangay or subscribing organization that created or controls the relevant record.

13. Rights of Data Subjects

Subject to applicable law and lawful limitations, a data subject may have rights concerning their personal information, including the right to:

• Be informed about the processing of their personal information.
• Request access to personal information concerning them.
• Request correction of inaccurate or incomplete information.
• Object to or restrict certain processing activities.
• Request deletion, blocking, or removal when legally permitted and when the information is no longer required as an official record.
• File a complaint before the appropriate authority when their privacy rights are believed to have been violated.

These rights may be subject to lawful restrictions, especially where the information forms part of an official case record, legal proceeding, government record, contractual obligation, or regulatory requirement.

14. Requests and Complaints

Requests concerning information contained in barangay case records should first be submitted to the barangay or subscribing organization responsible for the record.

Technical privacy concerns involving the operation, hosting, or security of KPMS may be directed to DevolveSphere through its official support channels.

15. Cookies and Similar Technologies

KPMS may use essential cookies, session identifiers, authentication tokens, and similar technologies required for login, account security, session management, preferences, and proper system operation.

Additional information is provided in the KPMS Cookie Policy.

16. Third-Party Services

KPMS may integrate with or depend on third-party services such as cloud hosting providers, database platforms, email-delivery services, payment-processing services, mapping services, or other infrastructure providers.

These third parties may process limited information according to their respective service terms, data-processing obligations, security standards, and privacy policies.

17. Children and Sensitive Information

Barangay proceedings may involve minors, vulnerable persons, family matters, or other sensitive circumstances. Users must exercise heightened care when recording, accessing, exporting, printing, or disclosing such information.

Only information reasonably necessary for lawful official purposes should be entered into KPMS.

18. Data Breach and Security Incidents

Suspected unauthorized access, data loss, credential compromise, or other security incidents involving KPMS must be reported promptly to the subscribing organization’s authorized administrator and to DevolveSphere through the official support channel.

DevolveSphere may investigate reported incidents, preserve relevant logs, restrict affected accounts, implement corrective measures, and coordinate with the subscribing organization and competent authorities when required.

19. Changes to this Privacy Policy

This Privacy Policy may be updated to reflect changes in law, system functionality, security practices, infrastructure, business operations, or contractual requirements.

Updated versions will indicate the applicable policy version, effective date, and last-updated date. Material changes may also be communicated through the System, official email, account notices, or other appropriate channels.

20. Contact Information

Questions concerning this Privacy Policy or the privacy practices of KPMS may be submitted through the official DevolveSphere support and contact channels.

Concerns relating to the content of a barangay case record should be addressed to the barangay or subscribing organization that controls the relevant record.