Privacy Policy

1. Introduction

The Department of Environment and Natural Resources (DENR) is committed to protecting your privacy and ensuring the security of your personal information in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

This Privacy Policy explains how we collect, use, store, protect, and share your personal information when you use the Means of Verification (MOV) Dashboard.

2. Legal Basis for Processing

DENR processes your personal information based on the following legal grounds under the Data Privacy Act:

• Consent: Your explicit consent when you create an account and use the MOV Dashboard
• Contractual Necessity: Processing necessary for the performance of our service agreement
• Legal Obligation: Compliance with DENR administrative orders and government reporting requirements
• Legitimate Interest: For system security, fraud prevention, and service improvement

3. Information We Collect

3.1 Personal Information

We collect the following personal information:

• Name: Full name as provided in your DENR appointment
• Email Address: Official DENR email address for account authentication
• Office/Unit: DENR office or unit where you are assigned
• Position/Title: Your official position in DENR
• Contact Information: Phone number and other contact details

3.2 Authentication Data

• Google Account authentication tokens
• Login timestamps and session information
• IP address and device information
• Browser type and operating system

3.3 Usage Data

• Pages visited and time spent on each page
• MOV documents submitted and their metadata
• Search queries and filter preferences
• Download history and report generation activities

3.4 System-Generated Data

• System logs and error reports
• Performance metrics and usage statistics
• Security audit trails and access logs
• Backup and recovery information

4. Purpose of Processing

We use your personal information for the following purposes:

4.1 Service Delivery

• To provide access to the MOV Dashboard
• To authenticate and authorize user access
• To process and store MOV document submissions
• To generate compliance reports

4.2 Administrative Functions

• To monitor system performance and security
• To conduct user access audits
• To provide technical support and troubleshooting
• To communicate important system updates

4.3 Legal Compliance

• To comply with DENR reporting requirements
• To respond to government information requests
• To ensure compliance with audit requirements
• To maintain official government records

5. Data Sharing and Disclosure

DENR may share your personal information only under the following circumstances:

5.1 Authorized Internal Sharing

• With your immediate supervisor for workflow approval
• With DENR management for compliance monitoring
• With Information Systems Division for technical support
• With audit teams for official government audits

5.2 External Disclosure

• When required by law or court order
• To government agencies with lawful authority
• To law enforcement for criminal investigations
• To protect the rights, property, or safety of DENR or the public

5.3 No Third-Party Sharing

DENR does not sell, rent, or trade your personal information to third parties for commercial purposes.

6. Data Security Measures

DENR implements appropriate technical and organizational security measures:

6.1 Technical Security

• Encryption: Data encrypted in transit and at rest using AES-256 encryption
• Secure Authentication: Multi-factor authentication through Google OAuth 2.0
• Firewall Protection: Network-level security and intrusion detection
• Regular Updates: Security patches and vulnerability assessments

6.2 Organizational Security

• Access Controls: Role-based access and need-to-know principle
• Staff Training: Regular data privacy and security training
• Confidentiality Agreements: Staff bound by confidentiality commitments
• Incident Response: Established data breach response procedures

7. Data Retention

We retain your personal information only as long as necessary:

• Active Accounts: Throughout your employment with DENR
• MOV Documents: Minimum 5 years after submission, per government records policy
• System Logs: 1 year for security audit purposes
• Backup Data: 3 months for disaster recovery purposes
• Former Employees: 2 years after separation, unless required for legal proceedings

8. Your Data Subject Rights

Under the Data Privacy Act, you have the following rights:

8.1 Right to Access

You may request access to your personal information that DENR processes.

8.2 Right to Correct

You may request correction of inaccurate or incomplete personal information.

8.3 Right to Erasure

You may request deletion of your personal information when no longer necessary for the purposes stated.

8.4 Right to Object

You may object to processing of your personal information based on legitimate grounds.

8.5 Right to File a Complaint

You may file a complaint with the National Privacy Commission or DENR's Data Protection Officer.

9. Cookies and Tracking Technologies

The MOV Dashboard uses the following technologies:

• Essential Cookies: Required for authentication and security
• Session Cookies: Maintain login state during your session
• Analytics: Anonymous usage statistics for system improvement
• Security Tokens: Prevent unauthorized access attempts

You may control cookies through your browser settings, but disabling essential cookies may affect system functionality.

10. International Data Transfers

The MOV Dashboard is hosted within the Philippines. Any international data transfers will:

• Comply with Data Privacy Act requirements
• Ensure adequate level of data protection
• Require contractual safeguards with service providers
• Maintain DENR's data protection standards

11. Changes to This Privacy Policy

DENR may update this Privacy Policy to reflect changes in:

• Applicable laws and regulations
• System functionality and features
• Data protection practices
• Government requirements

Significant changes will be communicated through email notifications and dashboard announcements.

12. Data Protection Officer

For privacy concerns, data subject rights requests, or questions about this Privacy Policy:

Provincial Environment and Natural Resources Office

Km. 55, National Highway, Tagum City

Email: penrodavaodelnorte@denr.gov.ph

Telefax: (084) 216-6302

National Privacy Commission Complaint: https://privacy.gov.ph/