Privacy Policy

1. Information We Collect

We collect information that you voluntarily provide when you register, book our services, upload documents for a booking, make a payment, or contact us.

• Account details: Name, email address, phone number, and password (stored hashed).
• Booking and venue details: Event dates and times, guest counts, delivery or pick-up preference, venue address, and optional map coordinates when delivery is selected.
• Government ID (at booking): A photo or scan of a government-issued ID, ID type, and expiry information, collected when you complete a booking so staff can verify identity at handover. Signup does not require biometric face matching or a third-party identity-verification provider.
• Photos related to the event: Venue photos (for delivery viability), and delivery or return proof photos captured by staff or drivers as part of fulfillment.
• Payment information: Amounts paid, payment method, and payment proof images when you pay manually. Card and e-wallet payments may be processed by our payment partner (see Third Parties); we do not store full card numbers on our servers.
• Google sign-in (optional): If you choose Google login, we receive your Google account email, name, and profile avatar as provided by Google, and only when Google confirms the email is verified.
• Communications: One-time passcodes (OTP) and transactional emails (booking confirmation, password reset, and similar notices) sent to your email address.
• Technical data: IP address and browser user agent in security and audit logs for fraud prevention and account security.

2. How We Use Your Information

We use personal information collected via our website for the business purposes below:

• Account creation and login: To create and secure your account, including email OTP verification and optional Google sign-in.
• Identity checks for bookings: Staff review the government ID you upload for a booking to reduce fraud and confirm the person collecting or receiving equipment.
• Fulfill orders: To schedule events, assign staff and drivers, deliver or pick up equipment, and process returns.
• Payments and deposits: To collect deposits and balances, verify payment proofs, and manage refunds where applicable.
• Support and operations: To respond to tickets, chat, and operational questions about your bookings.
• Security and compliance: To protect accounts, investigate abuse, and keep audit trails of sensitive actions (for example viewing ID images).

3. How Your Data is Protected

We maintain organizational and technical measures to protect your personal information. Government ID images and Senior/PWD discount ID photos are stored on private storage with application-level encryption at rest (not publicly linkable). Payment proofs and venue or delivery photos use private storage. Access to government ID images is limited to staff who verify IDs (and assigned drivers at handover when needed), and each staff view is logged and rate-limited.

Government ID retention

Under the Philippine Data Privacy Act (RA 10173), we keep government ID images only as long as needed for identity checks at booking and handover. A government ID is sensitive personal information. We store the ID type (for example Driver’s License or Passport) and expiry information—we do not store your ID number.

• While a booking is active: the encrypted ID photo stays on our live servers so staff can verify it.
• After the booking is completed or cancelled: the photo becomes eligible for deletion 90 days later (scheduled weekly purge). If you have another open booking, we wait until all of your bookings are completed or cancelled before deleting.
• What we keep after the photo is removed: a verification receipt on the booking (ID type, expiry or “no expiry”, verification or rejection date, reviewing staff, name-match flag, and a sanitized rejection reason). That receipt is still personal data, but it does not include the photo or ID number.
• Backups: removing a file from live storage does not instantly erase every backup copy. Encrypted backups may retain ciphertext for the host backup window. Stronger cryptographic deletion (destroying old encryption keys) is a future hardening option.
• Holds: a retention hold may delay purge for disputes or legal obligations. Senior/PWD eligibility photos may be retained separately where tax or audit rules require proof of discount eligibility.

Legal basis and formal data-subject requests (access, correction, erasure) under RA 10173: contact support@swbpartyneeds.com. Open bookings, unpaid balances, or legal holds may limit immediate erasure of some records.

4. Who Has Access to Your Data

We share information only as needed to run the service, with your consent where required, to comply with law, or to protect rights. In practice:

• You (the customer): Can view and manage your account, bookings, invoices, and the ID or photos you uploaded for those bookings (subject to product screens).
• Assigned staff and drivers: Operations, booking, inventory, and driver roles involved in your event may see booking details, venue information, and fulfillment photos needed to deliver and return equipment. Government ID photos are limited to staff with ID verification permission; assigned drivers may view an ID only for the handover window of their assigned booking.
• Administrators: Authorized admins may access customer and booking records for support, fraud review, and system administration.

We do not sell your personal data.

5. Third Parties

• PayMongo: Processes online payments on our behalf. Their handling of payment data is governed by PayMongo’s own privacy policy.
• Google: If you use Google sign-in, Google authenticates you and shares limited profile data with us. We may also use Google services for sending email (for example Gmail SMTP) when configured by the business.
• Mail provider: OTP codes, password resets, and booking notices are sent through our configured mail transport (SMTP or Google mail as set by the business).

[OWNER TO CONFIRM] Hosting provider name (e.g. Hostinger) and any other processors (SMS, analytics, or maps API) that should be listed by name.

6. Your Choices

You may update account details from your profile, request support regarding your data, and (where the product allows) replace a rejected government ID on a booking. Closing an account or deleting specific records may be limited by open bookings, unpaid balances, or legal retention needs.

For access, correction, or erasure requests under the Data Privacy Act, email support@swbpartyneeds.com. See also Government ID retention above.