STATEMENT OF POLICY
The City Government of Valenzuela is committed to protect and respect the personal data privacy of its clients and persons transacting with the City. The City is strict in the implementation and compliance with the Data Privacy Act of 2012, its Implementing Rules and Regulations (IRR), and related National Privacy Commission (NPC) issuances.
PRIVACY NOTICE FOR DOCUMENTATION AND PROCESSING
The collected personal information is utilized solely for documentation and processing of the Cityās services and is not shared or disclosed with any outside parties. This information enables the City to properly process applications, inquiries, and requests, forward it to appropriate offices for action and response, and provide the clients or complainants with appropriate updates and advisories in a legitimate format and in an orderly and timely manner.
PERSONAL INFORMATION COLLECTION
Please be advised that in order to serve you better, the CGOV are collecting the following personal information from you when you sign up, open an account, or electronically submit to us for any inquiries or requests:
For Individual Data Subject:
- Full name
- Complete Address
- Contact Number
- E-mail Address
For Public and Private Establishments (if applicable):
- Name of Establishments
- Complete Address
- Business Permit Number
- Contact Person
- Contact Number
- E-mail Address
UNSOLICITED INFORMATION
There may be instances when we receive personal information beyond what we requested. In such cases, we will determine if we can legitimately keep such information. If it is related to any of our legitimate interests, we will treat these in the same manner as all personal information provided to us. If not, we will immediately dispose of the information in a way that will safeguard your privacy or the privacy of the owner, should the information belong to a third party.
LAWFUL PROCESSING OF PERSONAL INFORMATION
The processing of personal information shall be permitted only if not otherwise prohibited by law, and when at least one of the following conditions exists:
(a) The data subject has given his or her consent;
(b) The processing of personal information is necessary and is related to the fulfillment of Cityās obligationwith the data subject or in order to take steps at the request of the data subject;
(c) The processing is necessary for compliance with a legal obligation to which the personal information controller (the CGOV) is subject;
(d) The processing is necessary to protect vitally important interests of the data subject, including life and health;
(e) The processing is necessary in order to respond to national emergency, to comply with the requirements of public order and safety, or to fulfill functions of public authority which necessarily includes the processing of personal data for the fulfillment of its mandate; or
(f) The processing is necessary for the purposes of the legitimate interests pursued by the CGOV or by a third party or parties to whom the data is disclosed, except where such interests are overridden by fundamental rights and freedoms of the data subject which require protection under the Philippine Constitution.
Likewise, the processing of sensitive personal information and privileged information shall be permitted in the following cases:
(a) The data subject has given his or her consent, specific to the purpose prior to the processing, or in the case of privileged information, all parties to the exchange have given their consent prior to processing;
(b) The processing of the same is provided for by existing laws and regulations: Provided, that such regulatory enactments guarantee the protection of the sensitive personal information and the privileged information: Provided, further, That the consent of the data subjects is not required by law or regulation permitting the processing of the sensitive personal information or the privileged information;
(c) The processing is necessary to protect the life and health of the data subject or another person, and the data subject is not legally or physically able to express his or her consent prior to the processing;
(d) The processing is necessary to achieve the lawful and noncommercial objectives of public organizations and their associations: Provided, that such processing is only confined and related to the bona fide members of these organizations or their associations: Provided, further, That the sensitive personal information is not transferred to third parties: Provided, finally, that consent of the data subject was obtained prior to processing;
(e) The processing is necessary for purposes of medical treatment, is carried out by a medical practitioner or a medical treatment institution, and an adequate level of protection of personal information is ensured; or
(f) The processing concerns such personal information as is necessary for the protection of lawful rights and interests of natural or legal persons in court proceedings, or the establishment, exercise or defense of legal claims, or when provided to government or public authority.
USE AND DISCLOSURE
The collected personal information is utilized solely for processing, emergency response and documentation, and contact tracing of residents of the City in compliance with existing Laws, City Ordinance, Rules and Regulation, and is not shared with any outside parties other than the authorized PIC and PIP in compliance with Data Privacy Act, its IRR, NPC Circulars, Issuances, and Requirements. This information enables us to properly process the registration, inquiries, and/or requests, forward it to appropriate office, or the Data Privacy Officer, for appropriate action and response, and provide the clients
or complainants with appropriate updates and advisories by personal service or interaction, e-mail or telephone call in an orderly and timely manner. In accordance with your communication preferences, we will occasionally contact you to provide update status of your registrations, announce new features we build for you, if any, inform you of activities and programs, and share tips and information.
However, should the above circumstances be present, there can be a lawful processing of the personal data. In addition, where a CGOV has entered in an agreement, or by law, issuances, memoranda,circulars, and any national issuance where CGOV is required or will allow another PIC, national or local government, or private entity, to access to confidential data, sensitive and personal information of data subjects specifically names, addresses, contact information and the likes which are protected by R.A. 10173 or Data Privacy Law of 2012, as such, there is a need to execute a Data Sharing Agreement or a Non-Disclosure Agreement, as the case may be, to protect the confidentiality of data of the parties as well
as the personal and sensitive information of the data subjects therein.
PROTECTION MEASURES, STORAGE, RETENTION AND DISPOSAL
The City Government of Valenzuela does not share the registrantsā personal information with any third parties for their own advertising purposes. Only authorized personnel of the City Government of Valenzuela shall have access to personal information processed herein. The personal information collected are stored in individual offices that collected the same. For digitally processed information, the personal information is stored in City's data base.
Personal Information collected are retained and shall be deleted in our data base and in Cloud Storage immediately after the fulfillment of the declared, specified, and legitimate purpose, or when the processing relevant to the purpose has been terminated. Any information collected shall be destroyed and disposed via use of a shredder, or any other means and methods allowed by law and that the information contained therein can no longer be recovered, should be unreadable (for paper) or irretrievable (for digital records). However, information shall be archived for reference and research purposes only. Scanned information of QR Codes is transmitted and integrated to the central data base and collected in cloud storage. Scanned Information from QR Codes is deleted every thirty (30) days.
Personal data that are digitally processed using an Application Program Interface (API) imbedded and implemented on a separate site protected with an authentication and authorization method. The City secured the services of third party to conduct Vulnerability Assessment and Penctration Testing, as well as Code Review for purposes of understanding the security posture of its digital program.
It is the organization's duty to make sure that data will be disposed properly in a way that the data should be unreadable (for paper) or irretrievable (for digital records). The organization should categorize whether the data they have are high-risk or low-risk. It is recommended that the appropriate data disposal method be used.
COOKIES
A cookie is a small text file that is stored on a user's computer for record-keeping purposes. The City portal does not use cookies for its tree navigation.
ACCESS AND CORRECTION
You have the right to ask for a copy of any personal information we hold about you, as well as to ask for it to be corrected if you think it is wrong. To do so, please contact the office of you main concern or the OIC-Data Protection Officer,
Atty. Jovelyn T. Antonio, through the following email address: dataprotection@valenzuela.gov.ph.
WHAT ARE YOUR RIGHTS AS DATA SUBJECTS?
We would like to make sure that you are fully aware of all your data protection rights. As a data
subject, you have the following rights under the DPA, which you may exercise at your discretion:
1. The right to be informed
You have the right to be informed whether personal data pertaining to you will be, are being, or were processed.
2. The right to access personal data
Under the DPA, individuals can request access to any of their personal data held by the TMD/TMO portal, subject to certain restrictions. In relation to your right to be informed, you also have the right to gain reasonable access, upon demand to your personal data, such as: (a) contents of your personal data that were processed; (b) manner by which such data were processed; (c) date when your data was last processed and modified, among others.
3. The right to object to the processing of personal data
You have the right to object to the processing of your personal data, including processing for direct marketing, automated processing, or profiling.
4. The right to erasure or blocking
You have the right to suspend, withdraw or order the blocking, removal, or destruction of your personal data from our filing system.
5. The right to lodge a complaint before the NPC
If you feel that your rights have been violated or your personal data has been misused, maliciously disclosed, or improperly disposed of, you have the right to file a complaint before the NPC.
6. The right to damages
You have the right to be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal data, taking into account any violation of your rights and freedoms as a data subject.
CHANGES TO OUR DATA PRIVACY NOTICE
The Data Privacy Notice may be updated from time to time. If material changes to the Data Privacy Notice are required, any revisions shall be published on the TMD/TMO portal website under the Announcements section for the usersā immediate guidance. Therefore, we encourage you to review this privacy notice periodically so that you are up to date on our most current policies and practices. This privacy notice was last updated on May 4, 2026.
PRIVACY RISKS
The following privacy risks are identified during the Privacy Risk Assessment:
- Attacks on the Data Base Storage;
- Hijacking of COV's Website Cloud Storage;
- Unauthorized disclosure of GOV's personnel;
- Scanning errors related to inter-connection with other local government units; and
- Technical errors such as log-in failures, lost passwords, QR scan transmission failures and the likes.
FEEDBACK ON OUR PRIVACY NOTICE
The City Mayor, Hon. Weslie T. Gatchalian, is the Personal Information Controller of the City Government of Valenzuela being the Head of Agency pursuant to NPC Circular No. 16-01. He may be reached at Telephone No. 8352-1000 local 1144/1145 or his e-mail at
info@valenzuela.gov.ph. If you have suggestions with regards to our privacy notice, you may reach the DPO through City Legal Office at 8292-1072 or email at
dataprotection@valenzuela.gov.ph.
