Effective 9 November 2026. This policy explains what personal information the MaVeFaCo Marketplace collects, why, who sees it, how long it is kept, and your rights over it.
1. Who we are
The Mayon Vegetable Farmers Agriculture Cooperative (MaVeFaCo), Tabaco City, Albay, decides how personal information in the marketplace is used: it is the personal information controller under the Data Privacy Act of 2012 (Republic Act No. 10173). This policy covers everyone who uses the marketplace: visitors, customers, farmers and cooperative staff.
Data Protection Officer. Questions and requests about personal information go to the cooperative's Data Protection Officer at mavefaco@gmail.com.
Age. The marketplace is for people aged 18 and over; we do not knowingly collect information about anyone younger. If you believe a minor has registered, tell us and we will delete the account.
2. What we collect and why
We collect only what the marketplace needs to work; browsing products needs no account and collects nothing about you.
| Information | Whose | Why |
|---|---|---|
| Name, email address, password (stored only as a one-way hash), role | Everyone with an account | Sign-in, and messages about your account |
| Authenticator secret (encrypted) and backup codes (hashed) | Staff | Two-step sign-in |
| ID type, photos of the ID's front and back and a selfie holding it, the ID number's last four characters and a keyed fingerprint of it, the review result and reasons | Farmers | Confirm a farmer is a real member; stop one ID verifying two accounts |
| GCash name, number and optional QR code | Farmers and customers | Farmers: to be paid. Customers: to fill in payments and to receive refunds |
| GCash reference, the name and number paid from, refund reference | Customers' orders | Let the farmer find the payment or refund |
| Delivery map pin, address details and town | Customers | Deliver orders; check the delivery area |
| Orders: items, amounts, statuses, dates | Customers and farmers | Fulfil and record each sale; sales reports |
| Messages, photos sent in them, reviews | Customers and farmers | Talk about orders; product reviews |
| Plantings, harvests and crop-log notes | Farmers | Expected supply, the Market page and the community advisory |
| Activity log (who did what, when) | Staff, farmers, customers | Accountability for actions such as approvals, suspensions and order changes |
| IP address | Everyone | Limit repeated sign-in, sign-up and other attempts, to stop abuse |
- Your phone's location is read only when you press “Use my location” on the delivery map, to place the pin. Only the pin you save is kept.
- The camera is used only while you take your ID photos; nothing is recorded outside those photos.
3. Who sees it
Each person sees only what their part in a sale needs; we do not sell or rent personal information, or use it for advertising.
| Who | What they see |
|---|---|
| Anyone, signed in or not | A farmer's name, public seller page and products; reviewers' names with their reviews; harvest totals and crop advisories with no farm named |
| A customer paying by GCash | That farmer's GCash name, number and QR code |
| The farmer of an order | The customer's name and email, the delivery pin and address, and the GCash account paid from; while a refund is owed, the customer's GCash details and QR code |
| The two people in a conversation | Its messages and photos (photos through links that stop working after an hour) |
| Managers and administrators | Account names, emails and roles; ID photos through links that stop working after five minutes; orders with the delivery town only, not the address or GCash details; listings, reviews, crop records and the activity log. Staff cannot read messages |
Outside services that handle data for us, only to run the marketplace:
| Service | What it does | Data it handles |
|---|---|---|
| Supabase | Database, private file storage and live page updates | Everything listed in section 2; servers in Tokyo, Japan |
| Vercel | Hosts the website | Requests to the site, including IP addresses; runs in Tokyo, Japan |
| Brevo | Sends account and listing emails | Your name and email address, and the message |
| Google Gemini | Writes the staff AI crop report | Crop-log notes only, with farms as anonymous labels and phone numbers and emails masked. On Gemini's free tier, Google may keep and review what is sent |
| OpenStreetMap and Esri | Map and satellite pictures on the delivery map | Your browser asks them for map tiles, so they see your IP address, not your pin |
| Open-Meteo | Weather on the farmer dashboard | Only the request for Tabaco City's weather |
Payments themselves happen in the GCash app, under GCash's own privacy notice. Data stored in Japan is protected under this policy and Philippine law. We disclose information to authorities only when the law requires it.
4. How long we keep it
We keep personal information only as long as its purpose needs it; sales records stay longest because both sides of a sale rely on them.
| Information | Kept until |
|---|---|
| ID photos and selfies | Deleted automatically 30 days after staff review them; photos of a replaced submission are deleted at once |
| ID number (last four characters and fingerprint) | You delete your account |
| Account, GCash details, delivery spot, plantings and crop logs | You delete your account (or remove them yourself in Profile) |
| Messages and their photos | Either person in the conversation deletes their account. Removing a conversation only hides it from your list |
| Orders and the activity log | Kept as the marketplace's records; after account deletion they show "Deleted user" and lose the delivery address and GCash details |
| IP addresses used for attempt limits | Cleared about a day after the limit's time window ends |
Deleting your account (Profile → Delete my account) removes your name, email, password, two-step sign-in, ID submissions and photos, reviews, messages and their photos, notices, GCash details and QR code, delivery spots, and a farmer's plantings and crop logs; a farmer's products are archived. It is blocked while you have an active order or, for a farmer, while a customer is owed a refund. Accounts are not deleted automatically for being inactive.
5. How we protect it
- All traffic to the marketplace is encrypted (HTTPS).
- Passwords are stored only as one-way hashes; nobody, staff included, can read them.
- Staff sign in with a password and an authenticator code; the authenticator secret is stored encrypted.
- ID photos, chat photos and customers' QR codes are kept in private storage and shown only through links that expire (five minutes for ID photos, one hour for the others).
- ID numbers are never stored whole: only a keyed fingerprint and the last four characters.
- Each role sees only what it needs (section 3); staff cannot see delivery addresses, GCash account details or messages.
- Repeated sign-in and sign-up attempts are limited, and important staff actions are written to an activity log.
No system is perfectly secure. If a breach puts your personal information at risk, we will notify you and the National Privacy Commission as the Data Privacy Act requires.
7. Your rights and how to reach us
Under the Data Privacy Act you have the right to be informed, to access your information, to have it corrected, to object, to have it erased or blocked, to get a copy of it, to claim damages, and to complain to the National Privacy Commission.
- Do it yourself in Profile: correct your name, change your email, update or remove GCash details and your QR code, change or remove your delivery spot, and delete your account.
- Ask us for a copy of your information, a correction you can't make yourself, or anything else in this policy. We answer within a reasonable time and may ask you to prove the account is yours.
- Complain to the National Privacy Commission at privacy.gov.ph if you think we have misused your information.
- Contact: Data Protection Officer, Mayon Vegetable Farmers Agriculture Cooperative, Tabaco City, Albay. Email: mavefaco@gmail.com.
- Changes. We post any update here with its date and announce important changes in the marketplace.
Questions about this document? Email mavefaco@gmail.com. See also our Terms of Service.