Privacy Policy

Last Updated: July 10, 2026

1. Introduction

Welcome to AquaFlow, a Water Refilling Station Management System designed to help water refilling businesses manage their daily operations, including customer records, delivery transactions, sales monitoring, expense tracking, staff management, and business-related documentation.

This Privacy Policy explains how AquaFlow collects, uses, stores, protects, and manages personal information when owners, staff members, customers, and authorized users use our system.

This Privacy Policy is prepared with consideration of:

• Republic Act No. 10173, also known as the Data Privacy Act of 2012
• Guidelines and recommendations from the National Privacy Commission (NPC) of the Philippines

AquaFlow is a free, medium-sized business tool. Before relying on this Privacy Policy for commercial operation, you should have it reviewed by a qualified legal professional or data privacy adviser.

2. Information We Collect

Depending on how you use AquaFlow, we may collect the following information:

2.1 Business Owner Information

When registering an account, we may collect:

• Full name
• Contact number
• Email address
• Account credentials
• Business/store name
• Business address
• Business contact information

2.2 Staff Information

If a business owner creates staff accounts, we may collect:

• Staff name
• Contact number
• Email address or login information
• Assigned role or permission level
• Account activity information

2.3 Customer Information

Water refilling businesses may encode customer information needed for transactions and deliveries, including:

• Customer name
• Contact number
• Delivery address
• Customer notes related to orders or deliveries

2.4 Business Transaction Information

The system may store business operational information, including:

• Customer orders
• Delivery records
• Transaction history
• Reference numbers
• Sales records
• Expense records
• Product records
• Payment-related details
• Inventory-related information
• Other business management records entered by authorized users

2.5 Uploaded Files and Images

Users may upload documents or images related to their water refilling business operations, such as:

• Delivery proof screenshots
• Transaction screenshots
• Business permits
• Licenses
• Certificates
• Other business-related documents

Users are responsible for ensuring that uploaded files do not contain information they are not authorized to share.

3. How We Collect Information

We collect information when users:

• Create an account
• Register a water refilling business
• Add staff members
• Encode customer records
• Record sales and expenses
• Manage deliveries
• Upload documents or images
• Use system features and services

Information may also be automatically collected through normal system operation, such as:

• Login records
• Device information
• Browser information
• System activity logs

4. Purpose of Collecting and Using Information

We collect and process information to:

• Provide water refilling station management services
• Allow business owners to manage their operations
• Maintain customer and delivery records
• Track sales and expenses
• Generate business reports
• Manage staff access
• Improve system performance
• Provide technical support
• Maintain security and prevent unauthorized access
• Maintain business records required for operations

Customer information is collected primarily to support water ordering, delivery, communication, and customer management activities.

5. Data Ownership and Responsibility

Each water refilling business using AquaFlow remains responsible for the customer information and business records they enter into the system. In data privacy terms, the business is the controller of its customers' information, and AquaFlow acts as a processor that provides tools for managing that information.

Business owners are responsible for:

• Ensuring customer information is collected properly
• Ensuring staff members have authorized access
• Removing unauthorized users
• Protecting account credentials
• Following applicable privacy laws when handling customer information

6. Legal Basis for Processing

We process personal information based on:

• User consent
• Providing requested services
• Business operations and legitimate interests
• Compliance with legal obligations

Users provide consent by agreeing to this Privacy Policy and the Terms and Conditions during sign-up, and by using the system or submitting information through available features.

7. Sharing of Information

We do not sell personal information.

Information may only be shared when necessary, including with:

• Authorized business owners and staff members
• Service providers required to operate the system
• Hosting and cloud infrastructure providers
• Security and technical support providers
• Government authorities when required by law

Access to customer information should only be provided to authorized users who require it for business operations.

8. Data Storage and Retention

We retain information only for as long as necessary to:

• Provide system services
• Maintain business records
• Support transaction history
• Comply with legal obligations
• Resolve disputes

Users may request account closure or deletion of information, subject to legal and operational requirements.

9. Data Security

We implement reasonable technical and organizational measures to protect information, including:

• Secure authentication
• Access controls
• User permissions
• Secure data transmission
• Protection against unauthorized access

However, no online system can guarantee complete security.

Users should also protect their accounts by:

• Keeping passwords confidential
• Avoiding unauthorized account sharing
• Reporting suspicious activity

10. Your Rights Under the Data Privacy Act

Users and customers may have the following rights:

• Right to be informed
• Right to access personal information
• Right to correct inaccurate information
• Right to object to processing
• Right to request deletion or blocking when applicable
• Right to withdraw consent
• Right to file complaints with the National Privacy Commission

Requests may be submitted through aquaflow@jeremy-dev.me.

11. Withdrawal of Consent

Users may withdraw consent by contacting aquaflow@jeremy-dev.me.

Withdrawal may affect the availability of certain services if processing the information is necessary for system operation.

12. Cookies and System Logs

AquaFlow may use cookies, analytics, and system logs to:

• Maintain user sessions
• Improve system performance
• Monitor security
• Understand system usage

13. Third-Party Services

The system may use third-party services such as:

• Cloud hosting providers
• Database providers
• Authentication services
• File storage providers

These providers may process information only as necessary to provide their services.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted with an updated date.

15. Contact Us

For questions about this Privacy Policy or your personal information, contact us at aquaflow@jeremy-dev.me.