NexHRIS — Terms and Conditions

1. Who may use this system

Accounts are issued by the HR Office to the employees, Deans, Campus Director and HR staff of ISPSC Tagudin Campus. An account belongs to one person. You may not share it, sign in on someone else's behalf, or let another person use a session you have opened.

2. What information the system collects

The HR Office collects and keeps the following through this system:

• Your Personal Data Sheet. The completed Civil Service form you upload, including every earlier version you submitted, is stored and read by the HR Administrator.
• Your leave records. The leave forms you file, the dates and type of leave, the remarks any reviewer writes, and the running balances on your leave and service credit ledger cards.
• Your employment details. Name, employee number, position, college and department, first day of government service, work email address, contact number and photograph.
• Your activity in the system. Sign-ins and failed sign-in attempts with the IP address behind them, approvals you give, policies you acknowledge, and changes made to records — including the values a record held before the change.

3. Why it is collected, and who can see it

The information is used to carry out the HR transactions of the campus: maintaining your 201 file, routing and approving leave, keeping your ledger cards, issuing your digital identification card, and producing the official reports the HR Office is required to keep. It is not used for any other purpose and is not sold or disclosed to any outside party except where a law or a lawful order requires it.

Access follows your role, and nothing wider:

• The HR Administrator reads and maintains all personnel records.
• The Campus Director reads campus-wide records for approval.
• A Dean reads only the records of their own college.
• An employee reads only their own records.

These boundaries are enforced when records are read from the database, not merely hidden from the screen.

4. How it is protected

Uploaded documents — Personal Data Sheets, leave forms and policy attachments — are held outside the publicly reachable part of the server and are released only through the system, after your role has been checked. Passwords are stored hashed and are never readable, by the HR Office or by anyone else. Accounts that administer or approve on behalf of others must also clear a verification code sent to their registered email address. Repeated failed sign-in attempts lock the account temporarily, and both the failures and the lock are recorded.

5. Your responsibilities

• Keep your password private, and change it if you believe someone else knows it.
• Never share a verification code. HR staff will never ask you for one.
• Make sure the information you submit, above all in your Personal Data Sheet, is true and complete. You remain responsible for what you declare on an official form.
• Report anything that looks wrong in your records to the HR Office rather than working around it.
• Do not attempt to reach records that are not yours. Attempts are refused and recorded.

6. Your rights under the Data Privacy Act

Republic Act No. 10173, the Data Privacy Act of 2012, gives you the right to be informed of how your personal data is processed, to have access to it, to have inaccurate entries corrected, to object to processing in the cases the law allows, and to lodge a complaint with the National Privacy Commission. Requests to see or correct what the system holds about you should be made to the HR Management Office, which is the personal information controller for these records.

7. How long records are kept

Personnel records form part of your 201 file and are retained for as long as the Civil Service Commission and the college's records retention rules require, which is generally beyond the end of your service. Accounts of employees who leave are deactivated rather than deleted, so that the approvals and entries attached to them remain complete and auditable.

8. Availability and changes

The system may be unavailable during maintenance or upgrades. Where the system is unavailable, the HR Office continues to accept transactions on paper. These terms may be revised; the current version is always the one shown on this page, and material changes will be announced through the system.

9. Contact

Human Resource Management Office, Ilocos Sur Polytechnic State College, Tagudin Campus, Tagudin, Ilocos Sur. Questions about your records, your account or these terms should be addressed there.