Employee Monitoring & Privacy Policy
This notice explains what work activity is recorded through Assista Desk, why it is recorded, how it is protected, and the limits we place on it.
At a glance
To measure working time fairly and keep our projects on track, the Company uses Assista Desk to record a limited set of work activity during working hours. We keep the scope narrow on purpose.
- We collect screenshots and basic activity data — application use, websites, and active versus idle time.
- All of this data is stored on the Company's own servers and is not sold or shared with advertisers.
- We do not record your location, microphone, camera, keystrokes, files, or personal messages.
- Monitoring is tied to your work account and your working hours.
- You can pause capture using Private Time when you step away for something personal.
Monitoring at work should be transparent, proportionate, and limited to what the job requires. This policy sets out exactly where those limits sit.
1. Purpose & scope
the Company uses Assista Desk, a workplace productivity and time-tracking tool, on devices issued or authorised for work. This policy applies to all employees and contractors who use these devices during working hours. It describes the work activity that is recorded and the safeguards that apply to it.
By using a work device on which Assista Desk is installed, you acknowledge that the activity described in this notice is recorded for the purposes set out below.
2. What we collect
We keep collection deliberately limited. The data below is associated with your work account so that timesheets, attendance, and productivity reports are accurate.
| Category | What is recorded |
|---|---|
| Screenshots | Periodic still images of the work screen, captured at a set interval (see Section 3). |
| Application & website activity | The name of the active application and window title, and the website domain when a browser is in focus, along with the time spent on each. |
| Active & idle time | A count of mouse and keyboard activity — used only to distinguish active work from idle periods. The content of what is typed is never recorded. |
| Attendance & time | Clock-in and clock-out times and hours logged against tasks and projects. |
| Account & device | Your name and work email, and basic device information such as hostname, operating system, and the application version. |
3. Screenshots
Where screen capture is enabled, the following applies:
- Periodic, not continuous. Assista Desk captures occasional still images at a set interval. It is not a live video feed and does not stream or watch your screen in real time.
- Working hours only. Capture runs during working hours and stops outside of them.
- Stored securely. Captures are held on the Company's own systems under the same access controls as all other activity data.
- Pausable. Starting a Private Time block pauses capture so personal moments remain private.
4. What we do not collect
The following are explicitly out of scope. Assista Desk does not access or record:
No GPS, no physical location tracking.
No audio recording, no webcam access.
No keylogging or capture of what you type.
Your files, photos, and documents are not read or copied.
The content of emails, chats, and messages is not collected.
Personal activity outside working hours is not monitored.
5. Why we collect it
The data is used for a short, defined set of legitimate business purposes:
- Producing accurate timesheets and attendance records.
- Giving employees and managers a fair picture of how work time is spent.
- Billing clients correctly for project hours.
- Identifying workload imbalances and improving how teams work.
The data is not used for any unrelated purpose.
6. Where data is stored
All activity data and screenshots are stored on the Company's own servers and infrastructure. The data is not sold, rented, or shared with advertisers or data brokers. It may be shared with a third party only where required by law or to a service provider acting on the Company's instructions under a confidentiality agreement.
7. Who can access it
Access is role-based and limited to a need-to-know basis. As a general rule, you can view your own activity, your manager or team lead can view their team's, and authorised administrators have a broader view for reporting and support. Access by administrators is logged.
8. Working hours & Private Time
Monitoring applies during working hours on work devices. If you need to attend to something personal during the day, you can start a Private Time block, which pauses screenshot capture and activity recording for that period.
9. Data retention
Activity data and screenshots are retained only as long as necessary for the purposes above, after which they are deleted in line with the Company's retention schedule and applicable law. When an account is closed, its associated records are removed.
10. Security
Data is protected with encrypted connections, hashed credentials, role-based access controls, and audit logging of sensitive actions. Access is restricted to authorised personnel, and the systems are maintained under the Company's information-security practices.
11. Your rights
Depending on your location, you may have the right to access the personal data held about you, request corrections, request deletion, or object to certain processing. To exercise these rights, contact your HR or IT team using the details in Section 14.
12. Cookies
The web dashboard uses only strictly necessary cookies to keep you signed in and to remember preferences such as light or dark theme. No advertising or cross-site tracking cookies are used.
13. Changes to this policy
We may update this policy from time to time. The date at the top reflects the latest revision, and material changes will be communicated to employees.
14. Contact
For questions about this policy or to exercise your rights, contact your HR or IT department, or email hr@cybrosys.com.