Employee monitoring notice template

Employee Monitoring Notice

• Company: [Company name]
• Version: 1.0. Effective from: [date]
• This notice explains what [Company name] collects when you use the monitoring software on company work, why we collect it, and your choices.

1. What we collect

• The name and window title of the application you use, every few seconds while tracking is on.
• The website address you are on, in supported browsers.
• How many keys you press and how much you use the mouse. We do not record which keys you press or what you type.
• Idle time, your computer's IP address and Wi-Fi network name, to tell office work from remote work.
• A screenshot about every [10] minutes [blurred so text is not readable].
• No screenshot is taken while the active window or website matches: [list excluded keywords, for example banking sites].
• Your GPS location, only when you choose Verify My Location.

2. When we do not collect

• Nothing is collected while tracking is paused or while you are on a break.

3. Why we collect it

• Attendance, working-time and payroll records.
• Productivity and project-time reporting.
• Protecting company information and systems.
• We do not use it for any other purpose.

4. Who can see it

• You can see your own data.
• Your manager sees their team. HR and Admin see company-wide data.
• Live screen view is available only to an authorised manager, HR or Admin, and only while they have it open.

5. How long we keep it

• [Screenshots: X days. Activity records: X months.] Edit to match your retention policy.

6. Your rights and questions

• You may ask what data we hold about you, ask for corrections and raise a concern.
• Contact: [name, email].

7. Acknowledgement

• I have read this notice (version 1.0) and understand what is collected and why.