Privacy Notice

Version 2026-10. This notice explains what SISTEMAKOPH Personal Finance (operated by SISTEMAKOPH) collects, why, where it is kept and how you exercise your rights under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules.

Template for the operator: review this notice with a qualified data-privacy adviser, register with the National Privacy Commission if required, and name your Data Protection Officer before launch. Publishing a notice does not by itself make a service compliant.

What we collect

Account data: your name, email address, a one-way hash of your password, profile picture (optional), preferences, consent records and sign-in history (time, IP address, browser).
Financial records you enter: account names and balances, transactions, categories, payees, budgets, bills, savings goals, debts, exchange rates and notes. We do not connect to banks or e-wallets and never ask for their passwords.
Files you upload: receipts, documents and CSV imports.
Sign in with Google (optional): if you choose it, Google confirms your name, e-mail address and a Google account identifier. We do not receive your Google password or access to your Gmail, Drive or contacts.
Subscription data: plan and payment status. If paid plans are enabled, card or e-wallet details are entered on the payment provider's page (PayMongo) and never reach our servers.

Why we use it

To provide the service you signed up for (contract), to secure your account and prevent abuse (legitimate interest), to send reminders and notices you choose (consent, changeable in Settings), and to meet legal obligations.

Where it is kept and who can see it

Records are stored in our database and uploaded files in private storage that is not reachable from the web. Each user's data is isolated: other users, including members of a household you join, cannot see your personal accounts or transactions. Household members see only the shared bills and goals of that household. Administrators can see account details (name, email, plan, counts) for support but not the contents of your financial records or files.

External recipients: our hosting provider; the email delivery provider (for messages you receive); Google only if you use Sign in with Google; PayMongo only if you buy a paid plan. No data is sent to advertising networks or AI services.

How long we keep it

Your records: while your account is active.
After you request deletion: 14 days during which you can cancel, then permanently deleted with your files.
Generated exports: 7 days. Security and audit logs: 730 days (they keep the event, not your financial records).
Server backups are kept for up to 30 days and then overwritten; deleted data disappears from backups within that period.

Your rights

You may be informed, access, correct, object to processing, request erasure or blocking, and obtain a copy of your data in a portable format. Use Settings > Privacy & data to download everything or delete your account, or email support@sistemakoph.com. You may also file a complaint with the National Privacy Commission (privacy.gov.ph).

Security

We use encrypted connections (HTTPS) and encrypt your notes, uploaded files, generated exports and backups at rest with keys stored separately from the data. Amounts, dates, descriptions and account names are protected by access controls but are not individually encrypted, because balances, budgets, search and reports are calculated from them. We also use password hashing, rate limiting, CSRF protection, access checks on every record and audit logging. No system is perfectly secure; we will notify affected users and the NPC of a personal data breach as required by law.