DSWD PDBBM CIMS FO XII

CASE INVENTORY MANAGEMENT SYSTEM

Official Privacy Notice and User Consent Agreement

1. INTRODUCTION

The Department of Social Welfare and Development (DSWD) is committed to protecting the privacy, confidentiality, integrity, availability, and security of all personal, sensitive, operational, and institutional information collected, processed, stored, transmitted, archived, and managed within the Peace and Development: Buong Bansa Mapayapa (PDBBM) Case Inventory Management System (CIMS).

This system serves as an official government platform used for case management, beneficiary validation, monitoring, reporting, documentation, analytics, inventory management, coordination, and operational support.

Access to this platform is strictly limited to authorized personnel including government employees, social workers, coordinators, validators, monitoring officers, administrators, partner agencies, and authorized stakeholders officially connected with DSWD operations.

2. LEGAL BASIS

All data processing activities conducted through this system are performed in accordance with applicable Philippine laws, government regulations, administrative issuances, and data protection policies, including but not limited to:

• Republic Act No. 10173 - Data Privacy Act of 2012
• Republic Act No. 8792 - Electronic Commerce Act of 2000
• Republic Act No. 9470 - National Archives Act
• Republic Act No. 11032 - Ease of Doing Business Act
• National Privacy Commission Circulars and Advisories
• Applicable DSWD Information Security Policies
• Government Procurement and Auditing Rules
• Cybersecurity and Records Management Regulations
• Other applicable laws and lawful government directives

3. INFORMATION COLLECTED

The system may collect, process, generate, store, archive, monitor, and analyze information including:

• Personal profile information
• Government employee records
• Email addresses and usernames
• Passwords and encrypted credentials
• Case inventory records and case files
• Beneficiary information and supporting details
• Assessment and validation reports
• Program monitoring and operational records
• Uploaded files, images, and supporting documents
• Photographs and attachments
• System logs and audit trail records
• IP addresses, timestamps, and browser/device information
• Generated analytics and statistical reports
• Communications and transaction history
• Security logs and access history

4. PURPOSE OF COLLECTION

Information collected within the system shall only be used for lawful and official government purposes, including:

• Case management and beneficiary monitoring
• Inventory tracking and records management
• Validation, assessment, and reporting
• Operational coordination and documentation
• Program implementation and evaluation
• Audit, investigation, and compliance purposes
• Security monitoring and fraud prevention
• Government statistical and analytical reporting
• Improvement of system services and operations
• Compliance with legal and regulatory obligations

5. DATA STORAGE AND RETENTION

All collected information shall be stored using appropriate administrative, organizational, technical, and physical security measures designed to protect information against accidental loss, unauthorized access, unlawful disclosure, destruction, alteration, misuse, or unauthorized processing.

Records and information may be retained for as long as necessary in compliance with:

• Government retention schedules
• Audit and accounting requirements
• Operational and administrative purposes
• Legal obligations and investigations
• Archival and records management policies

6. CONFIDENTIALITY AND SECURITY

All records and information within this platform are considered confidential and protected. Unauthorized access, viewing, sharing, copying, reproduction, downloading, distribution, disclosure, modification, deletion, tampering, misuse, or unlawful processing is strictly prohibited.

Users are responsible for maintaining the confidentiality of their account credentials and ensuring that system access is not shared with unauthorized individuals.

The system may implement security controls such as:

• Password encryption and authentication
• Access restrictions and role permissions
• Session monitoring and timeout controls
• Activity logging and audit trails
• Backup and disaster recovery procedures
• Security monitoring and vulnerability assessments

7. USER RESPONSIBILITIES

• Use the system strictly for official lawful purposes
• Protect passwords and login credentials
• Maintain confidentiality of all records
• Prevent unauthorized access to accounts
• Ensure integrity and accuracy of encoded information
• Comply with DSWD policies and regulations
• Report suspicious activities and incidents immediately
• Observe ethical and professional conduct
• Understand that all actions are monitored and logged

8. SYSTEM MONITORING AND AUDIT

For security, compliance, administrative, audit, and investigative purposes, all activities performed within the system may be monitored, reviewed, recorded, analyzed, and audited, including but not limited to:

• Login and logout activities
• Viewing, editing, and updating records
• Uploading and downloading files
• Account creation and modification
• Generation of reports and analytics
• Access history and transaction logs
• IP address tracking and timestamps
• Security and authentication logs

9. DATA SHARING AND DISCLOSURE

Information may only be shared with:

• Authorized government agencies
• Official partner institutions
• Auditors and oversight authorities
• Law enforcement agencies
• Entities authorized by law or court orders
• Officials performing lawful government functions

Disclosure shall only occur when necessary, lawful, authorized, and consistent with government regulations and data protection requirements.

10. DATA SUBJECT RIGHTS

Under the Data Privacy Act of 2012, data subjects may have the right to:

• Be informed regarding data processing activities
• Access their personal information
• Correct inaccurate or incomplete records
• Object to unlawful processing
• Request suspension or deletion when applicable
• File complaints before proper authorities
• Seek damages for violations under applicable laws

11. INCIDENT AND BREACH REPORTING

Any suspected data breach, security incident, unauthorized disclosure, system vulnerability, or unlawful access must immediately be reported to:

• Authorized DSWD System Administrators
• Data Protection Officers
• Concerned supervisory authorities
• Authorized management personnel

Appropriate investigation, containment, and corrective actions shall be conducted in accordance with government regulations and protocols.

12. ACCOUNTABILITY AND LIABILITY

Users acknowledge full accountability for all activities performed using their accounts. Any misuse of the system, unauthorized disclosure, data manipulation, fraudulent activity, or violation of applicable laws and policies may result in:

• Administrative sanctions
• Suspension or revocation of access
• Civil liabilities
• Criminal prosecution
• Other lawful disciplinary actions

13. USER CONSENT

By accessing, using, or continuing to use this system, you voluntarily acknowledge, understand, and agree to:

• The lawful collection and processing of information
• The monitoring and recording of activities
• The storage and retention of records
• Compliance with DSWD privacy policies
• Compliance with cybersecurity protocols
• Accountability for all actions performed
• Acceptance of all applicable terms and conditions

14. CONTACT INFORMATION

For inquiries, concerns, complaints, clarifications, or requests related to privacy, security, data protection, or system usage, users may coordinate with:

• Authorized DSWD System Administrators
• Designated Data Protection Officers
• Authorized Management Offices
• Official DSWD support channels

DSWD PDBBM CIMS FO XII

CASE INVENTORY MANAGEMENT SYSTEM

Terms of Service

1. ACCEPTANCE OF TERMS

These Terms of Service ("Terms") govern your access to and use of the Peace and Development: Buong Bansa Mapayapa (PDBBM) Case Inventory Management System ("the System"), an official platform of the Department of Social Welfare and Development (DSWD). By creating an account or otherwise using the System, you agree to be bound by these Terms. If you do not agree, do not create an account or use the System.

These Terms are separate from, and should be read together with, our Privacy Notice & User Consent, which describes how we collect, use, and protect information within the System.

2. ELIGIBILITY AND AUTHORIZED USE

The System is intended solely for authorized personnel, including DSWD employees, social workers, coordinators, validators, monitoring officers, administrators, and duly authorized partner agencies acting within the scope of their official functions. Creating an account under false pretenses, on behalf of someone else without authority, or for any purpose outside official government functions is prohibited.

3. ACCOUNT REGISTRATION AND SECURITY

• You must provide accurate, current, and complete information when creating an account.
• New accounts require email verification and administrator approval before access is granted.
• You are responsible for maintaining the confidentiality of your password and for all activity that occurs under your account.
• You must notify a system administrator immediately if you suspect unauthorized access to your account.
• Accounts are personal and non-transferable. Sharing login credentials with another individual is prohibited.

4. ACCEPTABLE USE

You agree to use the System only for its intended, lawful, official purposes. You agree not to:

• Access, view, copy, or export beneficiary or case data outside the scope of your official duties.
• Attempt to bypass, disable, or interfere with authentication, authorization, or security controls.
• Probe, scan, or test the System for vulnerabilities without prior written authorization.
• Upload malicious code, or use the System to attack or gain unauthorized access to other systems.
• Enter false, fabricated, or knowingly inaccurate case or beneficiary information.
• Use automated tools (bots, scrapers) to extract data from the System without authorization.

5. INTELLECTUAL PROPERTY

The System, including its software, design, and underlying code, is the property of DSWD or its licensors and is protected by applicable intellectual property laws. These Terms do not grant you any ownership rights in the System. Data you input in the course of official duties (case records, reports, etc.) remains government property and is subject to applicable records management and data privacy rules.

6. ACCOUNT SUSPENSION AND TERMINATION

DSWD may suspend or terminate your account, without prior notice, if you violate these Terms, misuse the System, no longer hold a role requiring access, or if required for security, audit, or legal reasons. You may request account deactivation by coordinating with your system administrator.

7. AVAILABILITY AND CHANGES TO THE SYSTEM

The System is provided on an "as available" basis. DSWD does not guarantee uninterrupted or error-free operation and may modify, suspend, or discontinue features of the System at any time, including for maintenance, security, or operational reasons.

8. LIMITATION OF LIABILITY

To the extent permitted by law, DSWD shall not be liable for indirect, incidental, or consequential damages arising from your use of, or inability to use, the System. Nothing in these Terms limits any liability that cannot be excluded under applicable Philippine law.

9. RELATIONSHIP TO THE PRIVACY NOTICE

Matters relating to the collection, processing, storage, sharing, and protection of personal and beneficiary data are governed by our Privacy Notice & User Consent, which forms part of your agreement with DSWD alongside these Terms.

10. CHANGES TO THESE TERMS

DSWD may update these Terms from time to time to reflect changes in law, policy, or System functionality. Continued use of the System after such changes constitutes acceptance of the revised Terms. Material changes will be communicated through the System or via the email address associated with your account.

11. GOVERNING LAW

These Terms are governed by the laws of the Republic of the Philippines, including but not limited to Republic Act No. 10173 (Data Privacy Act of 2012) and other applicable government regulations and administrative issuances.

12. CONTACT

Questions about these Terms may be coordinated with your DSWD System Administrator or the designated Data Protection Officer.