Privacy Notice

1. Who we are

Bagani Community Center uses BaganiStock (Bagani RMS) to manage its medicine inventory, dispensing, deliveries and reports. We are the personal information controller for the data in this system and we handle it in line with the Data Privacy Act of 2012 (RA 10173), its implementing rules, the issuances of the National Privacy Commission (NPC), and the Philippine HIV and AIDS Policy Act (RA 11166).

2. What information we collect

About system users (staff and administrators):

• Full name, nickname, email address, profile photo (optional) and role
• Your password, stored only in encrypted (hashed) form that no one, including administrators, can read
• Records of what you do in the system, such as dispensing, voids, restock requests, deliveries and audits, together with the date and your name
• Your IP address when you log in (to block repeated failed attempts) and when you accept this notice, plus your browser type at acceptance
• System evaluations you choose to submit

About patients and clients:

• A patient code only. The system does not ask for or store patient names, addresses or contact details.
• The medicines and quantities dispensed, dispensing dates, and refill schedules and treatment type

Operational data: medicine stock, expiry dates, storage locations, suppliers, deliveries, purchase orders, stock audits and equipment records.

3. Why we use it

• To give you a secure account and control what each role can see and do
• To record and track medicines dispensed, keep stock accurate and avoid stockouts or expired medicines
• To schedule patient refills and support continuity of treatment
• To forecast demand and prepare the reports the clinic must submit, such as the NASPCP monthly inventory report
• To keep the system secure, investigate errors or misuse, and keep an accountable record of who did what

We process this information because it is necessary for the clinic's health services and legitimate operations, to comply with legal and reporting obligations, and, where required, with your consent. We do not sell personal information or use it for marketing.

4. Who can see it

• Administrators can see all records, including prices, user accounts and reports.
• Staff can see what they need for dispensing, scanning, requests and deliveries, without costs or user accounts.
• Government reports (for example to the DOH) contain inventory and dispensing totals and do not identify patients.
• Service providers: an email service sends verification codes to new users. If the optional AI Companion is connected to an outside AI service, only inventory and operational figures are sent; patient codes and contact details never leave the system.
• We disclose information to others only when the law requires it, for example a court order.

5. How we protect it

• Role-based access: each user only sees what their role allows
• Hashed passwords, a password length and strength check at registration, and lockout after 5 failed login attempts
• Automatic logout after 15 minutes of inactivity
• Downloaded reports are password-protected, with an option to mask patient and staff identities
• Corrections to dispensing records require a stated reason and are kept on record instead of being deleted silently

6. How long we keep it

• Dispensing records older than one year are moved to a separate archive, kept for audit and reporting, and removed from day-to-day screens.
• User accounts are kept while the person works with the clinic. When an account is no longer needed, an administrator removes it; records of actions already taken stay for accountability.
• Other records are kept only as long as needed for clinic operations, audits and legal reporting requirements, and are then securely deleted.

7. Your rights

Under the Data Privacy Act you have the right to:

• Be informed about how your data is used (this notice)
• Access the personal data we hold about you
• Correct data that is inaccurate or incomplete
• Object to processing, and ask for erasure or blocking of data that is no longer needed or was unlawfully processed
• Data portability: get a copy of your data in a usable electronic format
• Damages for harm caused by inaccurate, unlawfully obtained or misused data
• File a complaint with the National Privacy Commission (privacy.gov.ph)

Some requests may be limited where records must be kept for health, legal or audit reasons. We will explain if that applies.

8. If something goes wrong

If a personal data breach is likely to cause serious harm, we will notify the National Privacy Commission and the affected people within 72 hours of learning of it, as required by NPC rules, and take steps to contain it.

9. Contact us

For questions, requests or complaints about your personal data, contact the clinic's Data Protection Officer:

10. Changes to this notice

When we update this notice or the Terms of Use, the version number changes and every user is asked to read and accept the new version before continuing to use the system.

Terms of Use

By creating an account or using BaganiStock, you agree to the following.

1. Authorized use only

BaganiStock is for authorized clinic personnel, for clinic work only. Do not use it, or any data from it, for personal purposes.

2. Your account

• Your account is personal. Do not share your password or let anyone else use your account.
• Use a strong password and log out when you leave a shared device.
• You are responsible for actions taken under your account.

3. Confidentiality of patient information

• Keep all patient and HIV-related information strictly confidential, during and after your work with the clinic, as required by RA 10173 and RA 11166.
• Never disclose a patient's identity, HIV status, treatment or test results to anyone who is not authorized to know.
• Identify patients only by their patient code. Do not type patient names or other identifying details into notes or remarks.

4. Access only what you need

Look up and use only the records you need for your current task. Browsing records out of curiosity is not allowed.

5. Accurate records

Enter dispensing, deliveries, audits and requests accurately and promptly. Do not alter or delete records to hide mistakes; use the void and correction features, which require a reason.

6. Downloads and devices

• Keep downloaded reports password-protected, and mask identities whenever full details are not needed.
• Store and share reports only through channels approved by the clinic, and delete copies you no longer need.

7. Monitoring

Actions in the system are recorded with your name and the date, and may be reviewed to keep records accurate and to investigate errors or misuse.

8. Report problems right away

Tell an administrator or the Data Protection Officer immediately if you suspect your account was used by someone else, data was disclosed by mistake, or a device with clinic data was lost.

9. Violations

Breaking these terms may lead to suspension of your access and disciplinary action. Unauthorized disclosure of personal or HIV-related information may also carry penalties under the Data Privacy Act and the Philippine HIV and AIDS Policy Act.

10. Changes

These terms may be updated. You will be asked to accept the new version before continuing to use the system.