Privacy Notice

1. Who is responsible and how to contact us

WebRepublik IT Solutions, at Bacoor, Cavite, Philippines, operates Arkilamo and is responsible for the personal data it processes for its marketplace services. Contact customer support at support@arkilamo.com and the privacy contact/DPO at support@arkilamo.com. Vehicle owners, payment providers and other parties may be separate personal information controllers for their own processing; their own notices and applicable duties also apply.

This notice covers visitors, applicants, renters, vehicle owners, authorized drivers and staff. It applies to features that are actually enabled. A description of an optional feature does not mean it collects data from every visitor. We do not sell your IDs or selfies or publish them as part of your profile.

2. Data we collect

Account/profile data: first, middle and last names (or a no-middle-name declaration), email, password hash, role, contact details you provide, address, barangay/city/province/region codes, postal code and account activity. Your full home address is not used as a public vehicle-search label. Search matching uses the relevant city/area or the vehicle’s disclosed pickup location.

Identity data, when you choose the verification flow: two government-ID captures and their required sides, document type, visible document information, expiry information, selfie captures, requested live-camera challenge frames and verification/review records. These can contain sensitive personal information. Camera permission is requested when you start capture; we do not deliberately record your camera in the background. The application has no gallery/file-picker option for ID captures, but browser/virtual-camera limitations mean capture origin cannot be guaranteed technically.

Owner/vehicle data: plate number, OR/CR, TPL and comprehensive insurance information, validity dates, make/model and owner-authority details, five requested vehicle-photo views, package terms, rates and accreditation records. These may contain another person’s data; submit them only with lawful authority.

Transaction/service data: booking dates and selected mode, agreed terms, payment references/status/fees, commission and wallet accounting where enabled, payout instructions where enabled, rewards, support cases, booking messages, reports, handover/claim evidence and decisions. Payment credentials and card/e-wallet authorization are ordinarily entered with the payment provider; do not send account passwords, CVV or OTPs to Arkilamo chat.

Technical data: IP address, browser/device information, authentication/session cookies, security and audit events, application errors and service interaction records. Location data may include GPS fixes for a vehicle linked to a tracker when that monitoring feature is enabled and disclosed. We do not require continuous phone-location access merely to search for vehicles.

3. Purposes and lawful processing

We use appropriate data to create and secure accounts, assess eligibility and vehicle documents, display genuine listings, match areas, administer bookings and agreed charges, facilitate payments/refunds, operate rewards, provide support, investigate fraud/incidents, enforce lawful terms and meet applicable obligations.

We identify a lawful basis appropriate to each activity, such as steps toward or performance of a contract, legal obligations, properly assessed legitimate interests where applicable, or specific consent. Sensitive personal information requires an appropriate basis under the Data Privacy Act; a general acceptance of website terms is not treated as blanket consent for every sensitive-data use.

Separate notices/consents are presented for identity/selfie capture and optional AI document processing or other optional features as appropriate. Withdrawing consent may prevent a verification-dependent service where no other lawful basis is available; it does not make earlier lawful processing unlawful. We will explain the available alternatives and review routes rather than promise service without required checks.

4. AI-assisted document review

If enabled and separately authorized in the verification flow, selected document images and necessary declared information may be sent through the OpenAI API for text/plate extraction, document-to-declaration consistency checks, quality issues and signs that require human review. We limit the input to the review purpose and instruct the model to treat text inside documents as data rather than commands.

An AI result is advisory. It is not a government-database verification, certification of genuineness, proof that the person is physically live, or a conclusive decision about identity. We do not ask the document model to identify a face, compare facial identities or infer protected characteristics. Selfie/challenge evidence is retained for the disclosed human-review process unless a separately disclosed, appropriate biometric service is introduced.

We request non-storage of the Responses API result where supported, but that is not a claim of zero provider retention. OpenAI may retain API data for abuse monitoring under its current contract/policies unless the operator has an applicable approved data-control arrangement. API data is not used for training by default under OpenAI’s published API data controls; the operator must not opt this sensitive verification data into training. International processing may occur. Ask the privacy contact for the current processor, transfer and retention arrangements.

5. Selfies, challenge capture and human review

A selfie and short randomized camera challenge can help reviewers see whether the submitted capture appears consistent with the instructions. They do not provide a certified presentation-attack detector or guarantee protection against replay, virtual-camera injection, deepfakes or sophisticated impersonation.

Authorized reviewers may inspect the required documents and capture evidence, compare declared details and request clarification. A declined or flagged automated assessment can be reviewed by a person. We do not promise that a consumer can be conclusively identified, or a document authenticated, solely through a general-purpose AI model.

6. Who can receive data

Authorized Arkilamo administrators and verification/operations personnel receive access only for their assigned purposes. Customer-support and finance roles do not automatically receive unrestricted ID/selfie access. Access to protected verification material is recorded.

Rental counterparties receive the booking and legally necessary driver/owner information needed to perform the rental, not unrestricted copies of each other’s stored IDs, selfies, full home address or bank details. Public listings use the listing’s intended service location and vehicle information. Do not upload another person’s ID into chat.

Service providers may process necessary data for hosting, encrypted storage, AI document review (OpenAI when enabled), payment handling (PayMongo when enabled), maps (Google Maps when selected), tracker-server operation (for example Traccar), and enabled email/SMS/push delivery. Only configured and used services receive the data relevant to their function. Key storage or a provider name in settings alone does not send customer data.

We may disclose data to insurers, legal advisers, competent authorities or another recipient where necessary and lawful for a specific claim, legal obligation or protected interest. We assess scope and do not treat a general request as authority to disclose all records. Appropriate agreements and safeguards apply to processors and transfers; providers acting independently may have their own notices.

7. GPS, maps and vehicle monitoring

Owners may monitor their own linked vehicle and authorized platform administrators may access fleet positions for disclosed operational, safety, recovery or incident purposes. Other owners and the public do not receive access to that vehicle’s protected feed. A tracker’s presence, purpose and applicable monitoring terms must be disclosed before the rental.

The current viewer requests positions from the configured tracker server. History, if kept by that server, follows the disclosed tracker/operator retention arrangement. Map providers receive the requests needed to render the chosen map. Do not use monitoring to stalk people, track unrelated persons, or remotely disable a moving vehicle. We do not claim that tracking is continuous, always accurate or available in every vehicle.

8. Cookies, local storage and communications

Essential session cookies support sign-in and security; local storage may keep saved-vehicle preferences and installation-related choices. The service worker supports the installed PWA and an offline page. Sensitive identity images and full private account responses must not be put into a public/offline cache.

Nonessential analytics, advertising, marketing, precise phone location or optional notifications should be introduced with the required notice and choice. We do not treat identity-verification consent as marketing consent. Browser camera and notification permissions can be changed in device settings. Transactional/support communication is separate from optional marketing.

9. Retention and deletion

We keep data only for a defined, lawful purpose and period. Verification image captures have an application expiry period set by the operator, currently 30 days from capture unless a documented lawful hold or a properly notified policy requires otherwise. Expiry must be enforced by the configured cleanup process; deletion of working copies may take additional time to clear protected backups. The operator must run that process and document holds.

Account/profile and verification-decision records may be needed while the account is active and for a justified period after closure. Booking, payment, tax/accounting, dispute and security records may need different legal retention periods. We do not claim a single image-expiry setting erases payment records or prevents compliance with a lawful preservation requirement. The privacy contact can provide the current retention schedule and applicable basis.

Deletion, blocking, correction or withdrawal requests are assessed under applicable law. Data still needed for a legitimate unresolved claim or a mandatory record may be restricted rather than immediately erased. Where deletion cannot be completed, we explain the lawful reason and limit further use. We do not keep copies indefinitely merely because storage is convenient.

10. Safeguards and incidents

We use role-based authorization, private storage, encryption for protected verification media/secrets, transport security where properly configured, session/CSRF protections and audit records. Owners do not have access to other owners’ vehicles or private documents. No internet service can promise absolute security. Users must protect credentials and report suspected compromise.

We assess incidents, contain risks and make notifications to affected people and the National Privacy Commission when legally required. A security claim in this notice is not a warranty that every device, third-party network or uploaded document is secure. We do not ask you to bypass a certificate warning before submitting credentials or IDs.

11. Your rights, choices and complaints

Subject to applicable law and legitimate limits, you may request information about processing, reasonable access, correction, objection, blocking/erasure, portability where applicable, and withdrawal of consent. You may seek review of a verification decision and complain to the National Privacy Commission. We do not charge an arbitrary penalty for exercising a right.

Send a request to support@arkilamo.com or open an in-platform privacy support case. We may ask for proportionate proof of identity to avoid disclosing another person’s data; do not send additional ID copies to an unrelated email or chat account. We acknowledge and handle requests within the legally applicable timeframes, explain any necessary extension and available complaint route. See the Complaints & Appeals policy for the service-review process.

12. Children, changes and contact

Arkilamo accounts are intended for adults. Do not register a child or submit a child’s ID/selfie without a specifically lawful and supported process. If you believe child data was submitted improperly, contact support@arkilamo.com.

Material changes are dated and notified appropriately. A new sensitive-data purpose or processor is not authorized merely by silently editing this notice; obtain the required notice, lawful basis and consent. Contact WebRepublik IT Solutions at Bacoor, Cavite, Philippines, support@arkilamo.com for service matters, or support@arkilamo.com for privacy matters.

Google Drive storage of uploaded files

When configured by the operator, Google Drive stores a managed copy of verification captures and uploaded destination photos in the connected operator account. Sensitive verification captures are encrypted by Arkilamo before transfer by default. The operator may explicitly select readable copies in a restricted folder; authorized Google Drive folder members can then read those images. Homepage destination photos are intended for public display. Google is a storage processor under the operator’s applicable arrangements; international processing may occur.

Existing verification captures are not queued for transfer until the member has acknowledged this updated storage notice. The site keeps its protected local copy for the verification workflow; Drive sync runs through a background queue, so a Drive outage need not block capture. Expired or replaced captures are scheduled for removal from the managed Drive copy as well as the local working copy. The operator must keep the Drive connection and scheduled cleanup worker operating, monitor failures and separately control other downloads and backups.

Arkilamo does not create public sharing links for verification documents. The operator must limit folder membership to authorized personnel and must not broaden permissions outside the platform. Provider retention, other authorized exports, backup/legal-hold obligations and unsuccessful cleanup are handled under the retention section and the operator’s documented procedures.

AI help for visitors

Logged-out visitors may use the clearly labelled AI help assistant for general marketplace questions. With the visitor’s acknowledgement, the question and short conversation context are sent to OpenAI. Do not send identity documents, booking references, passwords, payment details or other private information in this public channel. Basic contact-number/email patterns are filtered, but automated filtering cannot remove every possible personal detail.

The AI assistant cannot access an account, change a booking, process a refund or contact a human agent. Sign in as a renter or vehicle owner for private human support. Short AI conversation context is kept in the protected server session until it is cleared or the session expires; the operator/provider security-retention arrangements described above still apply.

For signed-in renters and vehicle owners, the same labelled AI assistant can answer general questions when no support-capable staff member is online. The customer chooses whether to allow AI processing in chat. Only filtered message text and a short message context are sent; private booking, payment, identity, vehicle-tracking records and uploaded documents are not retrieved for this assistant. The original message and the labelled AI reply remain in the private support conversation for human follow-up. Automated replies stop when a human support agent is online or replies to the conversation; no automated refund, eligibility decision or booking change is made.