Last Updated: January 2026

1. Acceptance of Terms

By accessing, registering, and using Smart Log Visitor Log System, you confirm that you have read, understood, and agreed to these Terms and Conditions. If you do not agree, you must discontinue the use of our service immediately.

2. User Responsibilities

Users of Smart Log agree to:

• Provide accurate, current, and complete information
• Maintain the confidentiality of their account credentials
• Use the system only for legitimate visitor management purposes
• Comply with all applicable laws and regulations

3. Data Collection and Privacy

Smart Log collects visitor information including names and purpose of visit for security and record-keeping purposes. This data is used solely for campus safety and administrative functions.

4. Access and Security

College of the Immaculate Conception is responsible for:

• Ensuring authorized personnel have appropriate access levels
• Maintaining the security of their administrative accounts
• Reporting any security breaches immediately

5. System Availability and Limitations

While we strive for 99.9% uptime, Smart Log does not guarantee uninterrupted or error-free operation. We reserve the right to perform maintenance and updates as needed.

Smart Log is not responsible for data loss, delays, or damages resulting from system downtime beyond reasonable control.

6. Modifications

We reserve the right to modify these terms at any time. Users will be notified of significant changes via email or system notification.

7. Termination of Access

We may terminate or suspend access to our service immediately, without prior notice, if there is a violation of these Terms and Conditions, misuse of this service, or behavior that may harm the system or other users.

8. Contact Information

For questions, concerns, or support regarding these Terms and Conditions, please contact us at smartlog20252026@gmail.com

Last Updated: January 2026

1. Introduction

Smart Log is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our visitor management system.

Smart Log complies with Republic Act No. 10173, also known as the Data Privacy Act of 2012, and its Implementing Rules and Regulations, as well as relevant issuances of the National Privacy Commission (NPC).

2. Information We Collect

Personal Information:

• Name and email information
• Purpose of visit
• Check-in and check-out times
• Profile photographs (if applicable)

3. How We Use Your Information

We use collected information to:

• Manage and track visitor access to campus facilities
• Enhance campus security and safety
• Maintain visitor logs and records
• Comply with legal and regulatory requirements
• Improve our services and user experience
• Communicate important updates and notifications

We process personal data based on consent of the data subject, fulfillment of a legal obligation, and the legitimate interests of the institution in ensuring campus security and operational efficiency.

4. Data Retention

Visitor records are retained for a period of one (1) year from the date of visit, unless required by law to be kept longer. After this period, data is securely deleted through automated cleanup processes.

5. Data Sharing and Disclosure

We do not sell or rent your personal information. We may share personal data with:

• School administrators and authorized personnel
• Law enforcement when legally required
• Third-party service providers who assist in system operations (under strict confidentiality agreements)

6. Data Security

We implement industry-standard security measures including:

• Encryption of data in transit and at rest
• Regular security audits and updates
• Access controls and authentication
• Secure server infrastructure

7. Your Rights

You have the right to:

• Access your personal data
• Request correction of inaccurate/incorrect data
• Request deletion of your data
• Object to processing of your data
• Withdraw consent at any time

To exercise these rights, data subjects may contact the institution through the contact details provided below. Requests will be acted upon within a reasonable period in accordance with applicable laws and regulations.

8. Changes to This Policy

We may update this Privacy Policy periodically. We will notify users of material changes via email or prominent notice on our website.

9. Contact Information

For questions, concerns, or support regarding our Privacy Policy, please contact us at smartlog20252026@gmail.com