Terms of Use
These terms govern the use of SMARTCLOCK, the attendance system of Pangasinan State University - Asingan Campus: the web application, the face-recognition attendance terminal, and the services that support them. By signing in, or by using the terminal, you agree to them.
1. Who may use the system
The system is for employees of the campus and for the HR and administrative staff who manage attendance. Accounts are created by an administrator; there is no public sign-up. Your role decides what you can see and do.
2. Your account
- Keep your password to yourself, and do not let anybody else sign in as you.
- Sign out when you finish on a computer other people use.
- You are responsible for what is done with your account.
- If you think somebody else has used it, change your password and tell the HR office at once.
3. The attendance terminal
- Scan only your own face. Recording attendance for somebody else, or letting somebody record it for you, is not allowed.
- Do not try to deceive the terminal with a photograph, a video, a screen, a mask or anything else. The terminal checks for these.
- A second scan within a few minutes of your last one is treated as the same scan, not a new one.
- If the network is down, your scan is saved on the terminal and sent when the connection returns. It appears on your record then, with the time you actually scanned.
- If the terminal cannot recognise you, it records nothing. Speak with the HR office.
- The terminal is put into service with a PIN by authorised staff. Do not tamper with it, its camera or its connections.
4. Your records
- Your daily time record (Civil Service Form 48) is produced from the terminal's scans. You can view and print it from your account.
- If a day is wrong or missing, attach a supporting document to that day through the system, or speak with the HR office.
- Leave requests and supporting documents must be true and your own. A false document may be treated as dishonesty or falsification under Civil Service rules.
5. HR and administrators
- Use your access only for legitimate HR and attendance work.
- Do not copy, export or disclose employees' personal information except as that work requires.
- Administrative actions are recorded in an audit trail.
6. Acceptable use
Nobody may:
- try to reach information their account is not meant to see;
- try to get around the system's protections, including the terminal's PIN, its network restrictions and the checks on each role;
- upload a file that is not what it claims to be, or that carries harmful code;
- use automated tools to access the system; or
- interfere with the system's operation.
7. Availability
The system is provided for the campus's attendance work and may be unavailable at times for maintenance or because of an outage. The terminal is built to keep recording through an internet outage; the rest of the system needs the connection.
8. Your privacy
How personal information, including face data, is collected and used is set out in the Privacy Policy. Enrolling your face needs your separate agreement, which you can withdraw at any time from your profile; withdrawing deletes your face data.
9. If these terms are broken
Access may be suspended, and misuse may be referred for action under university policy and Civil Service rules - and, where the law has been broken, under the Data Privacy Act of 2012 (Republic Act No. 10173) or other laws.
10. Changes and governing law
These terms may be updated; the date at the top shows when they last changed, and continuing to use the system means accepting the updated terms. Where a change affects how face data is handled, you will be asked for your agreement again rather than being assumed to accept it. These terms are governed by the laws of the Republic of the Philippines.
11. Contact
Pangasinan State University - Asingan Campus. A Data Protection Officer has not been named for this system yet; raise questions with the HR office.