Overview

The Faculty Management System (FMS) collects and processes limited personal information to operate core features such as account management, scheduling/subject loads, attendance monitoring, salary grade assignment, reporting, and security controls. The FMS applies reasonable organizational, physical, and technical safeguards to protect personal data, including role-based access control and audit logging. Face verification is used only for attendance login as an additional identity validation measure.

Personal Data Collected

Depending on your role (admin, professor, coordinators) and actions in the FMS, the system may collect:

• Account and profile information
  Name, email address, username
  Employee/Professor ID, department, role/access level
  Profile photo (if provided)
• Faculty and academic-related records
  Class schedules, subject loads, sections handled
  Attendance records (timestamps and attendance status)
  Salary grade assignment information
• Face verification data (attendance login only)
  Face image(s) captured/uploaded during attendance login (where enabled)
  Verification outcome/attempt logs (success/failure, timestamp)
  Minimal technical metadata needed to complete verification
• System and security logs
  Login/logout and security events (including attendance login events)
  IP address, device/browser information, timestamps
  Audit logs of important actions performed in the system
• User-submitted content
  Files/documents uploaded to the system
  Upload metadata (time/date, file name, related record references)

Purpose and Use

Personal data is used only for legitimate operational, administrative, and security purposes, including:

• To authenticate users and manage access
  Creating and managing accounts
  Enforcing role-based access control
• To operate faculty workflows
  Managing schedules, subject loads, and attendance records
  Supporting administrative actions such as salary grade assignment
• To perform face verification (attendance login only)
  Verifying identity during attendance login to reduce impersonation
  Improving the integrity of attendance records
• To secure, audit, and maintain the FMS
  Troubleshooting, monitoring, and incident response
  Maintaining audit trails for accountability and compliance

Sharing and Disclosure

No selling of personal data
The FMS does not sell personal data.

Role-limited internal access
Personal data is accessible only to authorized personnel based on role and legitimate purpose (system administrators and designated coordinators).

Service providers / infrastructure
Data may be processed or stored by approved service providers (hosting, email services) strictly to run and secure the FMS, under appropriate safeguards.

Legal and policy-based disclosure
Data may be disclosed if required by law, regulation, lawful orders, or applicable institutional policies, and only to the extent necessary.