Privacy Policy – E-Filing System

This Privacy Policy explains how the E-Filing System (“the System”, “we”, “our”, or “us”) collects, uses, stores, and protects user information. The E-Filing System is a secure digital platform designed to facilitate the electronic submission, processing, and management of official files and remarks through a mobile application and an administrative web panel.

1. Scope of the System

The E-Filing System enables authorized users to:

• Log in using credentials provided by the concerned authority.
• Submit official remarks and files digitally through a mobile application.
• Upload supporting documents (PDF, Word, and other permitted formats) from internal device storage.
• Track and manage files without any manual correspondence.

There is no public user sign-up feature. Access is strictly restricted to authorized users only.

2. Information We Collect

The system may collect the following information:

• User identification details (such as name, designation, department, and assigned role).
• Login credentials and authentication-related information.
• File data including remarks, notes, and metadata entered by users.
• Uploaded documents (PDF, Word, and other permitted file formats).
• System logs such as login time, activity history, IP address, and device-related information for security and audit purposes.

3. Use of Information

Collected information is used strictly for:

• Processing and managing official files and remarks.
• Ensuring secure authentication and authorized access.
• Maintaining audit trails and accountability.
• Improving system performance, reliability, and security.
• Complying with applicable legal, administrative, and regulatory requirements.

4. Data Storage and Security

• All data is stored on secure servers managed by authorized administrators.
• Appropriate technical and organizational security measures are implemented to protect data against unauthorized access, alteration, disclosure, or destruction.
• Access to data is role-based and restricted to authorized personnel only.

5. Document Uploads

• Users may upload documents from their internal storage as part of official file processing.
• Uploaded documents are used solely for official and administrative purposes.
• The system does not access or collect any files from the user’s device without explicit user action.

6. Data Sharing and Disclosure

• User data and documents are not shared with third parties except where required by law or authorized by the relevant government authority.
• Access to files and remarks is limited to users involved in the official workflow.

7. User Responsibilities

Users are responsible for:

• Maintaining the confidentiality of their login credentials.
• Ensuring that uploaded documents are accurate, lawful, and relevant to official work.
• Logging out of the system when not in use.

8. Data Retention

• Data and documents are retained in accordance with government record retention policies and applicable laws.
• Data may be archived or disposed of once it is no longer required for official or legal purposes.

9. No Commercial Use

• The E-Filing System does not sell, trade, or commercially exploit user data.
• Information collected is used solely for official and administrative operations.

10. Changes to This Privacy Policy

• This Privacy Policy may be updated from time to time to reflect system enhancements or legal requirements.
• Users will be informed of significant changes through official notifications.

11. Contact Information

For questions, concerns, or clarifications regarding this Privacy Policy, please contact the system administrator or the concerned department.