Privacy Policy

Last updated: March 2026

1. Information We Collect

The Disbursement Management System (DMS) collects information necessary for managing fund disbursements for government Finance sections. This includes:

  • Account credentials (email address and hashed password)
  • Personnel information (name, rank, designation, unit assignment)
  • Disbursement records (fund types, amounts, dates, statuses)
  • Session data for authentication purposes
  • Audit logs of system actions for compliance

2. How We Use Your Information

Your information is used exclusively for:

  • Authenticating and authorizing access to the system
  • Managing personnel records and fund disbursements
  • Generating reports for financial oversight
  • Maintaining audit trails for compliance and accountability
  • Sending system notifications related to disbursement operations

3. Data Storage and Security

All data is stored securely on Cloudflare's global network infrastructure. We employ the following security measures:

  • Passwords are hashed using Argon2id before storage
  • Two-Factor Authentication (TOTP) for enhanced account security
  • Session tokens stored with automatic expiry
  • All data transmitted over HTTPS/TLS encryption
  • Role-based access control limiting data visibility

4. Data Sharing

We do not sell, trade, or share your personal information with third parties. Data is only accessible to authorized personnel within the Finance section based on their role and permissions.

5. Data Retention

Disbursement records and audit logs are retained in accordance with government record retention policies. Account data is retained for the duration of active employment and may be archived upon separation from service.

6. Your Rights

Authorized users may request access to their personal information, corrections to inaccurate data, or account deactivation by contacting their system administrator.

7. Changes to This Policy

This privacy policy may be updated to reflect changes in our practices or for operational, legal, or regulatory reasons. Users will be notified of significant changes.

8. Contact

For privacy-related inquiries, contact the Regional Finance Unit 9 at rfso.r09@gmail.com.