Privacy Policy

Region X Document Routing (pilot). Last updated: 9 November 2026.

What this application is

A pilot web application that tracks paper documents as they move between divisions of a regional office. It is used only by staff whom the system administrator has added.

Information we use

• Google sign-in. When you sign in, Google tells the application your name and email address. We use them only to identify you and to find your account. We do not request access to your Google mail, contacts or calendar, and we do not store your Google password.
• Account records. The application keeps your name, email address, role and division, and whether your account is active.
• Document records. Registered documents include their subject, sender details, routing steps (who did what and when), and a copy of the scanned file.
• Activity logs. The application logs sign-ins and administrative actions for security and accountability.

Where information is kept

• Account, document and routing records are kept in the application's database.
• Scanned document files are kept in a Google Drive folder owned by the office account. The application uses a Google Drive permission so it can store and read these files.
• Key routing events are also written to a private, permissioned ledger that only the office's own servers run. It holds identifiers, event types, timestamps and file fingerprints, not the documents themselves.

How information is used and shared

Information is used only to run the routing process: showing who holds a document, recording each step, and checking file integrity. We do not sell information, use it for advertising, or share it with third parties, except where the law requires it.

Retention

Records are kept for the period set by the office's records policy. This pilot has no separate retention period of its own.

Your choices

To correct or remove your account information, or to ask a question about this policy, contact the address below. You can also remove this application's access from your Google Account settings.

Contact

peloniaarvinian@gmail.com