SAMIS · STAFF
SAMIS Staff App — Privacy and Acceptable Use
Effective 2026-10-30 · Public policy · No login required
Operator: SAMIS
Photo evidence retention: 30 days
Who operates the service
Your selected institution operates its SAMIS service and controls staff and attendance records. Contact that institution’s ICT or HR office for support, access, corrections, retention information, or deletion requests. Each institution must publish its support contact and applicable retention schedule before store submission.
Data used
The app processes your employee number, approved installation identifier, device label, selected institution, attendance actions and times, assigned shift, network connection information and the network address visible to SAMIS. Authorised staff accounts can access additional student or examination features according to their existing permissions.
Registration without an account
Attendance-only staff enter an employee number, consent to this policy and request device registration. An authorised administrator verifies identity and the pairing code before approval. Employee numbers alone never authorise attendance or staff-data access. Tokens are held in secure device storage. A lost or replaced phone must be revoked by ICT.
Fingerprint and face biometrics
Fingerprint or supported face authentication is performed by the phone operating system. SAMIS does not collect, upload or store fingerprint templates or Face ID templates. The app uses a device key to sign a short-lived server challenge following biometric authentication. The administrator approves the staff-device association; biometric enrolment itself is performed in device settings. Any biometric enrolled on that phone may authorise it; use a personally controlled phone.
Photos and human review
Staff reference photos may be registered by authorised administrators. Photo attendance captures an image only after an explicit user action, stores it privately and makes it available for authorised attendance review. Photo capture is not face recognition, face matching or liveness detection. Photo attendance requires an approved institute network. Review findings can be corrected through the audited attendance process.
Wi-Fi and background operation
Automatic attendance is optional and can be switched off. It sends presence observations only over Wi-Fi, with institute presence checked using the server-visible approved network address. Wi-Fi names are informational. Camera and biometric prompts are never activated in the background. Android and iOS control background execution; observations can be delayed, disabled by battery settings or stopped after force-stop. There is no guarantee of immediate attendance on Wi-Fi connection. Manual check-in remains available. Losing Wi-Fi does not check you out.
Permissions
Camera access is used for requested photo capture and ticket scanning. Photo-library access, where requested, supports permitted profile updates. Android location permission can reveal the Wi-Fi name; no GPS coordinates are collected for this attendance feature. Internet and network-state access allow SAMIS communication. Biometrics remain within system prompts. Denied optional permissions do not grant attendance or bypass policy.
Security and sharing
Use HTTPS and keep the phone locked and updated. Attendance-only credentials cannot access student, payment or general SAMIS APIs. Access is restricted by approved device, staff status, branch and role. The attendance feature does not include advertising trackers or sell personal data. Your institution is responsible for reviewing infrastructure providers and access arrangements for its deployment.
Retention, withdrawal and deletion
Switch off automatic attendance at any time. Remove this device from the app to revoke its attendance credential. Removing the app alone does not delete institutional attendance records. Contact your institution’s HR or ICT office to request access, correction or deletion; mandatory employment-record retention may apply. Photo evidence is deleted after the published photo-retention period by the daily cleanup job. Institutional attendance-record retention is managed separately by HR.
Acceptable use and corrections
Record only your own attendance on your approved phone. Do not share device credentials, impersonate staff or attempt to forge network presence. HR determines working shifts, attendance review and corrections. If automatic attendance is delayed, use the manual button and contact HR about any missing record.