🇫🇨 Data Privacy Act 2012 Compliant
Privacy Policy
A birth certificate is not just paper. It carries your name, your origins, and your family line details that took years to officially record and cannot simply be replaced if mishandled. Every time someone submits a request through this platform, they are actually placing real trust in how we manage that information. This policy is our written commitment to that trust. It covers what we collect, the reason behind each piece of data we ask for, how it is protected while in our care, and the rights you hold under Philippine law, specifically the Data Privacy Act of 2012, also known as Republic Act No. 10173. The National Privacy Commission (NPC) oversees compliance with this law, and this platform operates within its guidelines.
Why We Collect Your Personal Information
Nothing on this platform is collected out of habit or convenience. Every field in the request form exists because removing it would make it impossible to do the job correctly. We do not build marketing profiles from your data. We do not sell it. We do not use it to target you with advertisements after your order is done. The information falls into three categories, each tied to a specific task.
Information Needed to Locate Your Civil Registry Record
The PSA holds birth records for every registered Filipino citizen going back decades. That database is massive, tens of millions of entries spanning every city, municipality, and province across the archipelago. Finding one specific record inside it requires exact details. A close match is not good enough. The system needs:
A single discrepancy, one letter off in a surname, a missing middle name, can produce a mismatch. That leads to delays, repeat requests, and sometimes a Negative Result even when the record exists. Getting these details right at the start is the only way to avoid that outcome.
Information Needed to Deliver Your Document
After the PSA processes and releases your certificate, it has to physically travel from their facility to wherever you are. For that to happen without incident, we need a complete delivery address and a mobile number where you can be reached. Providing this information ensures the courier can navigate directly to your location and provide real-time updates on your delivery status.
Delivery Address
The address goes to our accredited courier. Needed for physical delivery to your location.
Mobile Number
The mobile number is used only so the courier can coordinate with you to confirm someone will be home, to arrange a handover, or to flag an issue at the gate or building entrance. We do not send promotional texts to that number. It serves one function, and that is it.
Information Needed to Verify Your Identity
Civil registry records are among the most sensitive documents a government issues. We ask for a copy of a valid government-issued ID because, without that step, there is no reliable way to confirm that the person requesting the certificate is the person it belongs to or is legally authorized to request it on someone else’s behalf. Requiring identification ensures that private records remain protected and accessible only to those with a legitimate legal claim. This protocol maintains the integrity of the civil registry while preventing unauthorized access to personal information. Ultimately, these measures serve as a vital safeguard to prevent identity theft and fraud.
✓ This protects you. If someone were trying to obtain your birth certificate without your knowledge, this requirement stops them. Once verification is complete and your order is fulfilled, the ID image is marked for removal from our active systems. The timeline for that is covered in the data retention section below.
DATA STORAGE
How We Store and Protect Your Data
Personal data submitted through this platform stays within a secure infrastructure located in the Philippines. It does not move to overseas servers. It is not handed to data brokers or advertising networks. Its only permitted uses are the ones described in this document.
Compliance With the Data Privacy Act of 2012
Republic Act No. 10173 is the governing law here. According to this, personal data must be collected for a specific, legitimate purpose and handled only within that scope. We follow that requirement precisely. Access to your submitted information is limited to the team members handling your specific order, not the broader organization, nor contractors working on unrelated tasks. Each of those individuals has been trained in data handling obligations and is bound by internal confidentiality protocols. An access log is maintained for every interaction with your data, creating a traceable record of who viewed what and when.
Courier and Third-Party Data Sharing
The only outside party that touches your personal data is the courier assigned to deliver your certificate. What they receive is limited to three things: your name, your delivery address, and your contact number. That is all a courier needs, and that is all they get. They do not receive your ID image, your date of birth, or any information related to your order beyond what is necessary for the delivery itself. In accordance with our agreements with courier partners, the data is explicitly prohibited from being used for any purpose other than the successful completion of the delivery.
Philippines-Only Infrastructure
Your data does not move to overseas servers. It stays within a secure, locally hosted system under Philippine jurisdiction. This localized hosting ensures full compliance with the Data Privacy Act, keeping your personal information protected under national security standards.
Need-to-Know Access Only
Only team members directly handling your order can view your information. Every access is logged with a traceable record of who viewed what and when.
Minimal Courier Data Transfer
Couriers receive only: your name, delivery address, and contact number. Nothing more. Prohibited by agreement from using it for any other purpose.
Zero Data Brokering
Not handed to data brokers or advertising networks. Its only permitted uses are the ones described in this document. This commitment guarantees that your personal information remains strictly confidential and is never commercialized for third-party marketing purposes.
The Security Measures We Use
Protecting the data you share with us is not an afterthought; it is built into every stage of how this platform handles your request.
Encryption During Data Transmission
When you submit your request form, the data travels through an SSL/TLS-encrypted connection. This is the same encryption standard that financial institutions use for online banking. What it means practically is that the information you send cannot be read in transit; it is converted into an encoded format that only our server can decrypt on the receiving end. Intercepting it along the way produces nothing usable.
🔐 SSL/TLS Encryption Same Standard as Online Banking
Your data is encoded in transit. Intercepting it along the way produces nothing usable.
Identity Verification Technology
We use an automated system to cross-check the ID you submit against the personal details in your request form. This process exists to catch fraudulent submission cases where someone tries to use fabricated credentials to request a document that does not belong to them. The technology is not used for anything beyond that.
✓ Your ID image and any biometric data involved in the check are not fed into machine learning systems, not shared with third parties, and not retained in a form that allows future profiling. The check runs, the result is logged against your order, and the process ends there.
Your Rights Under the Data Privacy Act
The Data Privacy Act gives every Filipino individual concrete rights over how their personal information is handled. These are not suggestions. They are enforceable entitlements, and this platform is obligated to honour them.
The Right to Erasure
After your order is completed and your document has been delivered, you can formally request that your personal data be deleted from our systems. ID images and sensitive birth details are cleared from active storage on a rolling basis after order completion.
A backup copy is held for 30 to 60 days to cover post-delivery issues, such as a damaged certificate arriving, a missing confirmation receipt, or a delivery dispute that needs resolving. When that window ends, the data is gone. There is no archive it moves into afterwards.
The Right to Access and Correction
At any point, you can ask what information we hold about you, and we are required to tell you clearly and completely. If something is incorrect, such as an address that was entered incorrectly or a contact number that has since changed, you have the right to have it corrected without delay. This transparency ensures you maintain full control over your personal data and helps us provide the most accurate service possible, keeping your records current and reliable.
Please contact us, and the necessary adjustment will be made promptly.
The Right to File a Complaint With the NPC
If you believe this platform has handled your data in a way that violates your rights under RA 10173, you have the absolute right to bring a formal complaint to the National Privacy Commission. We ask that you raise the concern with us first, because most issues can be sorted out directly and faster that way.
But we will never stand in the way of someone exercising their right to go to the NPC. That right exists regardless of how the situation started.
How Long Do We Retain Your Personal Data
Retention periods here are not open-ended. Each one is tied to a specific reason, and when that reason no longer applies, the data does not stay.
During Active Order Processing
From the moment you submit your request to the moment your document is confirmed delivered, your data remains in our active system. It is used to track the status of your PSA application, keep you updated at each stage, and ensure the courier completes delivery to the right person at the right address. That is the full scope of its use during this period.
- Track the status of your PSA application
- Keep you updated at each stage
- Ensure the courier delivers to the right person
Post-Delivery Retention Period
Once delivery is confirmed, a 30 to 60-day window begins. This exists purely for practical support reasons in case a certificate arrives damaged, a receipt needs to be reissued, or a dispute over delivery arises that requires documentation.
When the window closes, sensitive data such as identification images and birth information is permanently deleted. From that point onward, any remaining data is limited to anonymized transaction records, which are retained only for accounting and legal compliance purposes.
📅 30–60 Day Support Window → Then permanent deletion. No archive. No exceptions.
Your Privacy Is Our Commitment
Questions about how your data is handled? We are here to answer them clearly and completely.