Privacy Policy

1. About this policy

Kaubanan Civic Club, Inc. ("KCI", "we", "us") is the personal information controller for the data described here. We are registered with the Securities and Exchange Commission under Company Registration No. 2026070257123-11, with our registered office at Purok 1, Malhiao, Badian, Cebu, 6031, Philippines.

This policy applies to this website, the Kaubanan member platform, and the records we keep about members and applicants. We process personal data in accordance with Republic Act No. 10173, the Data Privacy Act of 2012, and its implementing rules.

2. What we collect

We collect only what we need to run a membership organization and to decide requests for assistance fairly.

• Identity data — your full name, date of birth, sex, civil status, nationality, and the details of a government-issued identification document.
• Contact data — your mobile number and email address.
• Address data — your region, province, city or municipality, and barangay, taken from the Philippine Standard Geographic Code, together with your street details.
• Membership data — your membership number, the covered members you register, your contribution history, your requests for assistance, and the documents you submit in support of them, which may include medical or death records.
• Payment data — the amount, date, method, and reference of each payment you make or receive, and the account details you nominate for transfers. We do not collect or store your full card number.
• Support data — the messages you send us and our replies.
• Technical data — your internet address, device and browser type, and pages visited, collected through server logs and essential cookies.

3. How we use it

We use your personal data for the following purposes and no others.

• To register you, maintain your membership record, and give you access to the Platform.
• To assess and decide requests for relief assistance against our published requirements.
• To collect your payments, credit your contributions, and send transfers you request.
• To send you service messages about your account — one-time passwords, payment confirmations, decisions on your requests, and notices about your contribution balance.
• To meet our obligations under Philippine law, including tax, corporate reporting, and anti-money-laundering requirements, and to respond to lawful requests from authorities.
• To keep the Platform secure, to detect and prevent fraud, and to understand which parts of it members use.

4. Our legal basis

We rely on one or more of the following, depending on the purpose.

• Your consent — which you give when you register, and which you may withdraw. Sensitive personal information, such as health records supporting a request for medical relief, is processed on your consent.
• The membership relationship between you and KCI, and the steps you ask us to take before joining.
• Our compliance with a legal obligation.
• Our legitimate interests in running the organization securely and preventing fraud, weighed against your rights and freedoms.

5. Who we share it with

We do not sell your personal data, and we do not share it for anyone else's marketing. We share it only with the following, and only to the extent each of them needs it.

Every provider we engage is bound by a written agreement to process personal data only on our instructions, to keep it confidential, and to apply appropriate security measures.

• Our payment gateway and the banks and electronic money issuers behind it, to take your payment and to send transfers you request.
• Our email and text-message providers, to deliver one-time passwords and service notices to you.
• Our hosting and database providers, which store the Platform and its records on our behalf.
• Government agencies, regulators, and courts, where the law requires or permits it.
• Our auditors and legal advisers, under a duty of confidentiality.

6. How long we keep it

We keep membership and financial records for as long as you remain a member and for ten (10) years afterwards, which is the period Philippine tax and corporate rules require us to be able to account for the organization's transactions.

Records of an application that does not proceed to membership are kept for two (2) years. Support messages are kept for three (3) years. When a retention period ends, we securely dispose of the records or anonymise them so they can no longer identify you.

7. How we protect it

We apply organizational, physical, and technical measures appropriate to the risk. These include encryption of data in transit, encryption of nominated account details at rest, access controls that limit each officer to the records their role requires, one-time passwords on sensitive actions, and an append-only audit record of administrative actions.

No system is perfectly secure. If a breach occurs that is likely to put your rights at serious risk, we will notify you and the National Privacy Commission as the Data Privacy Act requires.

8. Your rights

Under the Data Privacy Act of 2012 you have the following rights, which you may exercise free of charge by writing to us at support@kaubanan.com. We will respond within fifteen (15) days and may ask you to verify your identity first.

• To be informed whether your personal data is being processed, and why.
• To be given reasonable access to your personal data and to the details of how it is processed.
• To have inaccurate or incomplete personal data corrected.
• To object to processing, including processing based on consent, which you may withdraw at any time.
• To have your personal data blocked, removed, or destroyed where it is incomplete, outdated, false, unlawfully obtained, or no longer necessary — subject to records we must keep by law.
• To obtain a copy of your personal data in a commonly used electronic format.
• To be indemnified for damage caused by inaccurate, incomplete, outdated, false, or unlawfully obtained personal data.
• To complain to the National Privacy Commission if you believe your rights have been violated.

9. Children

Membership is open only to persons aged eighteen (18) and above, and we do not knowingly collect personal data from a child for the purpose of membership. We do process the name, date of birth, and relationship of a covered member who is a minor, on the authority of the parent or guardian who registers them. If you believe we hold a child's data without that authority, write to us and we will remove it.

10. Cookies

We use only the cookies the Platform needs to work: a session cookie that keeps you signed in, and preference cookies that remember your chosen language and colour theme.

We do not use advertising cookies and we do not allow third parties to track you across other websites through our pages. You can clear or block cookies in your browser, but the Platform will not be able to keep you signed in if you block the session cookie.

11. Processing outside the Philippines

Some of the providers listed above operate servers outside the Philippines. Where your personal data is processed abroad, we remain accountable for it and require the provider by contract to give it a level of protection comparable to that required by the Data Privacy Act.

12. Changes to this policy

We may update this policy. The effective date at the top of this page always tells you which version is current, and we will give notice on the Platform where a change materially affects you.

13. Contacting us about your data

For any question about this policy, or to exercise any of the rights above, write to our Data Protection Officer at support@kaubanan.com, or send written notice to Purok 1, Malhiao, Badian, Cebu, 6031, Philippines.

If you are not satisfied with our response, you may bring the matter to the National Privacy Commission, 5th Floor, Delegation Building, PICC Complex, Pasay City, or through its website at privacy.gov.ph.