Biometric time tracking traditionally relies on fingerprint scanners or facial recognition software. These systems are simply not designed for remote work scenarios and create complications when workers are scattered across the globe.
Biometric data isn’t ordinary personal information under Philippine law. The Data Privacy Act of 2012 (Republic Act 10173) classifies it as sensitive personal information.
For employers, this creates a fundamental problem. The relationship should operate between equals a business arrangement where both parties negotiate terms. Biometric data collection introduces a power dynamic that contradicts that premise. Here’s why
What the Philippine Data Privacy Act Requires
If you’re planning to use biometric tracking for your Filipino virtual assistants then you need to comply with the full scope of the Data Privacy Act. The NPC’s 2020 advisory on work from home arrangements makes this explicit even if your company is based in the US, EU, Australia, or elsewhere.
- The contractor must understand and agree in writing exactly what and why you are collecting biometric data, how it will be stored, who has access, and how long you’ll keep it.
- Any organization processing personal data in the Philippines must register with the NPC.
- Biometric data must be encrypted, stored securely, and accessible only to authorized personnel.
- Contractors who decline biometric tracking must have another way to log time or verify attendance.
Better Ways to Track Contractor Hours Without Biometric Data
You can track contractor time for billing, budgeting, or project management without biometric data or classification risks.
Cloud-Based Time Tracking
Some cloud-based time tracking tools allow contractors to log hours through apps or on their own devices. With no biometric verification required.
Contractors simply click “start” when they begin work on a task and “stop” when they finish. Some platforms allow manual time entry if contractors forget to track in real time.
Platforms such as ManagePH handle time tracking alongside daily and monthly recaps of tasks done. These systems give you visibility into how time is allocated across projects. They provide the documentation you need for billing or internal budgeting.
Project-Based Tracking and Deliverables
Project-based tracking ties payment to completed deliverables rather than hours worked. For example, paying a VA $50 per blog post written or $200 per week of social media management removes any ambiguity about tracking hours
You review and approve it. Payment happens based on agreed rates per deliverable.
This approach aligns perfectly with the contractor model or the gig . It focuses on results rather than time spent.
Self-Reported Time Logs and Invoicing
Self-reported time logs let contractors track their own hours. They can use web forms, spreadsheets, or simple timesheets.
They maintain control over their recordkeeping while giving you the documentation needed for invoicing and payments.
This method respects contractor autonomy. Though it may not always provide the best transparency you need.
Screenshot and Activity Monitoring
Some platforms take periodic screenshots or track active/idle time on contractors’ computers. Tools in this category show which applications are being used and capture screen images at intervals (every 5-10 minutes, for example).
However, this approach raises similar privacy concerns to biometric tracking and can signal excessive control over work methods.
Daily or Weekly Check-Ins and Progress Updates
Some contractor relationships don’t need time tracking at all. Instead, contractors provide daily check-ins detailing what they accomplished, what they’re currently working on, and what’s planned for the next day.
These updates can be delivered through brief Zoom meetings (5-10 minutes), Slack messages, Recaps, or shared documents.
This approach works especially well if you need regular communication and accountability but don’t need to monitor exactly when or how long each task takes.
When Time Tracking Actually Makes Sense for Contractors
There are legitimate reasons to track a contractor’s time. Client billing benefits from accurate time records. So do budget management and project planning.
The question isn’t whether to track time. It’s how to do it in a way that respects the contractor relationship and complies with any privacy laws.
If billed by the hour, contractors should indeed track their hours and submit invoices with breakdowns. You retain the right to review those records for accuracy.
Whatever system you choose, document it clearly in your contractor agreement. Explain what information you need, why you need it, and how it will be used.
Transparency builds trust and reduces the risk of disputes.
Legal Penalties for Privacy Violations
The NPC has enforcement authority and has demonstrated willingness to act. The October 2025 cease-and-desist order against Tools for Humanity shows the Commission takes biometric data seriously.
Penalties can include fines, cease-and-desist orders, mandatory audits, and significant reputational damage.
For US companies, using biometric tracking may classify your virtual assistant as employees instead of independent contractors. Misclassification can mean back taxes, interest, and penalties.
Australian companies face potential Fair Work Commission claims even for overseas workers. EU companies risk GDPR penalties for improper processing of biometric data and the remote worker may even be directly responsible if they process EU information.
How to Manage Filipino Contractors Without Legal Risks
Managing Filipino virtual assistants doesn’t require invasive tracking technology but for your peace of mind a simple time tracker will do.
Biometric time tracking might seem like a shortcut to accountability but imposes heavy privacy compliance burdens under Philippine and international law. It fundamentally contradicts the nature of independent contractor arrangements.
The better approach is straightforward. Hire contractors for results. Give them the autonomy to deliver those results on their own terms. Use non-biometric tools to handle the administrative side of payments and invoicing.
Platforms that combine time tracking, invoicing, and compliance documentation without biometric requirements give you all that you need.
Frequently Asked Questions
Can I use biometric time tracking for Filipino independent contractors?
Yes you can, but to note especially if you’re a US employer the use of biometrics can trigger employee misclassification under IRS rules and under the Philippine Data Privacy Act of 2012, biometric data is classified as sensitive personal information requiring explicit consent, NPC registration, and strong security measures.
What are the best alternatives to biometric time tracking for remote Filipino VAs?
The best alternatives include cloud-based time tracking (like ManagePH), project-based tracking (paying per deliverable), self-reported time logs, and daily check-ins.
Do US companies need to comply with Philippine privacy laws when hiring Filipino contractors?
Yes. The Philippine Data Privacy Act applies if foreign based employers collect biometric data from Filipino contractors. They must register with the NPC, obtain explicit consent, implement security measures, and provide alternatives.