Privacy Policy

AMS Assets Checking • Internal Audit Asset Verification System

Last updated: October 17, 2026 Created by: Jay Ar Bardeloza Intended for: Audit Department

Welcome to the Audit Asset Management System (“AMS Assets Checking”). This Privacy Policy explains how information is collected, used, and protected inside the system. This platform is an internal tool designed exclusively for authorized company personnel and official audit operations.

Important: This system is for internal use only. Data must not be shared outside authorized channels and must be used strictly for audit-related processes.

1. Introduction

AMS Assets Checking helps the Audit Department verify and track company-owned assets efficiently. By using this system, authorized users acknowledge and agree to follow the practices described in this policy.

2. Purpose of the System

The system was developed to:

Support asset verification during audit activities
Track asset ownership, assignment, and accountability
Maintain historical records of asset movement and status changes
Improve documentation accuracy and reduce manual checking
Provide transparency for authorized departments

3. Information Collected

3.1 Asset Information

Asset Tag
Serial Number
Brand / Model
Category and Particulars
Condition & Status
Specifications

3.2 Employee Information (Internal Use)

Employee Name
Employee ID
Department / Location
Asset Assignment History

3.3 System-Generated Information

Transaction dates (issuance, transfer, return, update)
Transacted/updated by (for accountability and audit trail)

4. How Information Is Used

Information inside the system is used exclusively for:

Internal audit verification and reconciliation
Internal reports and compliance documentation
Tracking asset movement and custody history
Improving accountability and preventing asset loss

Data Sharing: The system does not sell, publish, or disclose information to external parties. Access is limited to authorized company personnel only.

5. Data Security

The system implements security controls aligned with internal IT policies, such as restricted access for authorized users, controlled storage, and traceable transaction logs where applicable.

Role-based or authorized access (Audit and approved departments)
Data integrity checks and traceable activity logs
Monitoring and reporting of unusual access patterns
Compliance with internal security standards and procedures

6. User Responsibilities

All users must:

Use the system only for official audit-related tasks
Protect login credentials and avoid account sharing
Not export/share sensitive data outside authorized channels
Report incorrect or suspicious data to Audit/IT support

7. System Ownership and Development

AMS Assets Checking is an internal system designed to support the Audit Department in verifying, tracking, and documenting company assets.

System Creator / Developer: Jay Ar Bardeloza
Junior Developer

8. Updates to This Policy

This Privacy Policy may be updated periodically to reflect system improvements, operational changes, or updated internal policies. Significant changes will be communicated internally when applicable.

9. Contact Information

For data-related concerns, corrections, or official requests, please coordinate with:

Audit Department
IT Department (System Support)