Privacy Notice

Version v2, last updated 8 October 2026

Purpose

Attendify records the attendance of members by recognizing their face on a dedicated Android device. We use your face data only to confirm who you are when you time in and out, or when you attend a scheduled meeting.

Data we collect

• Your name, member number, student ID, name on ID and service group, and optionally your email and mobile number.
• A face template: a set of numbers made from your face. Apart from the photos described below, we do not keep photos or video of your face; camera frames are discarded on the phone right after they are processed.
• A reference photo taken during enrollment, used only to verify your identity when you check in on the Attendify website. It is stored encrypted and kept until you leave or ask us to delete it.
• Your attendance: the date and time you time in and out or attend a meeting, and which device recorded it.
• A record of your consent: when it was given and which admin recorded it.

Website self check-in

When staff are not present, you may check in on the Attendify website. It takes a selfie that shows you and the place behind you, and records your location. Your face in the selfie is compared with your enrolled face to confirm it is you.

Selfies and locations from the website are used only to confirm the check-in, are stored encrypted, and are deleted after 30 days.

How we use it

Only to record and report attendance. We do not use your face data for any other purpose, and we do not sell or share it.

If you give us your email address, we send you a confirmation each time your attendance is recorded, from no-reply@oicg.org.

How long we keep it

Your face template is deleted when you leave or when you ask us to delete it. The full retention period is set by your organization.

Your rights

Under the Data Privacy Act of 2012 (RA 10173), you have the right to be informed, to access, to correct, to object, to have your data erased or blocked, to data portability, and to file a complaint with the National Privacy Commission.

You may withdraw your consent at any time. Ask an admin and your face data will be deleted.

Security

Face templates are encrypted on our server and are only compared with templates made by the same version of the Attendify app. Each phone has its own key and can be switched off by an admin at any time.

Contact our Data Protection Officer

[DPO name to be confirmed]
[DPO email to be confirmed]

Registration

Our Data Protection Officer and Data Processing System are registered with the National Privacy Commission.