Visual Timesheets

Employee Monitoring Policy Template

Use this template to create an employee monitoring policy that complies with labor laws and protects both your business and employee privacy.

📄 Template•Customize for your organization

⚠️ Legal Disclaimer

This template provides general guidance. It is not legal advice. Consult with a qualified attorney familiar with your jurisdiction's laws before implementing this policy.

EMPLOYEE MONITORING POLICY

1. Purpose

[Company Name] ("Company") implements employee monitoring to ensure accurate billing verification, protect client trust, and maintain quality standards for remote work. This policy outlines our monitoring practices, employee rights, and privacy protections.

2. Scope

This policy applies to all employees, contractors, and team members who track time and perform work for client projects. Monitoring occurs only during active time tracking sessions for work-related activities.

3. What is Monitored

The Company monitors the following during active time tracking sessions:

  • Screenshots: Automated screenshots of your screen are captured at configurable intervals (typically every 5-60 minutes) while time tracking is active
  • Time Entries: Start and stop times, project assignments, and task descriptions
  • Work Activity: Applications used, websites visited, and general work patterns

What is NOT monitored:

  • Personal time, breaks, or time when tracking is paused
  • Personal devices not used for work
  • Keystrokes, passwords, or personal communications
  • Off-work hours or non-work activities

4. Why We Monitor

Monitoring serves legitimate business purposes:

  • Billing Verification: Provide visual proof of work to clients, eliminating billing disputes
  • Client Trust: Build transparency and trust with clients through verified work activity
  • Quality Assurance: Ensure work quality and productivity standards
  • Compliance: Meet client requirements for work verification
  • Revenue Protection: Ensure accurate billing for verified, productive work

5. How Monitoring Works

Monitoring is conducted through Visual Timesheets (powered by HiveDesk):

  • Team members install a lightweight desktop application
  • When tracking time for a project, the app automatically captures screenshots
  • Screenshots are captured at random intervals within a set frequency range
  • All data is encrypted and stored securely in the cloud
  • Screenshots are tied to specific projects and time entries

6. Privacy Protections

The Company is committed to protecting employee privacy:

  • Screenshot Blurring: Automatic blurring of sensitive data (PII, passwords, personal information) is available
  • Access Controls: Only authorized managers and administrators can view screenshots
  • Data Encryption: All screenshots are encrypted in transit and at rest
  • Employee Access: Employees can view their own screenshots
  • Audit Logs: All access to screenshots is logged for security

7. Data Storage and Retention

Screenshots and time tracking data are:

  • Stored securely in encrypted cloud storage
  • Retained for [X] days/months/years [Customize based on your needs and compliance requirements]
  • Automatically deleted after the retention period
  • Backed up regularly to prevent data loss

[Note: Define retention period based on legal requirements (e.g., tax records, contract disputes) and business needs]

8. Employee Rights

Employees have the following rights regarding monitoring data:

  • Right to Access: View your own screenshots and time tracking data
  • Right to Rectification: Request corrections to time entries or data
  • Right to Information: Receive information about what data is collected and how it's used
  • Right to Complain: Raise concerns about monitoring practices through [specify process]

[Note: Add jurisdiction-specific rights, such as GDPR rights for EU employees]

9. Prohibited Activities

The following activities are prohibited and may result in disciplinary action:

  • Disabling or tampering with monitoring software
  • Falsifying time entries or work activity
  • Using monitoring data for unauthorized purposes
  • Sharing screenshots or monitoring data with unauthorized parties

10. Acknowledgment and Consent

By continuing employment and using company systems for time tracking, you acknowledge that:

  • You have read and understood this policy
  • You consent to monitoring as described in this policy
  • You understand your rights and privacy protections
  • You agree to comply with this policy

11. Questions and Concerns

If you have questions or concerns about this policy or monitoring practices, please contact:

  • HR Department: [Email/Phone]
  • Privacy Officer: [Email/Phone]
  • Management: [Email/Phone]

12. Policy Updates

This policy may be updated from time to time. Employees will be notified of significant changes. The most current version is available at [location].

Employee Acknowledgment:

I have read and understood the Employee Monitoring Policy. I acknowledge that monitoring will occur as described, and I consent to such monitoring.

Employee Name: _________________________

Employee Signature: _________________________

Date: _________________________

How to Use This Template

  1. Review and customize: Replace bracketed placeholders ([Company Name], [X] days, etc.) with your specific information
  2. Legal review: Have your legal counsel review the policy for compliance with your jurisdiction's laws
  3. HR review: Ensure the policy aligns with your HR practices and employee handbook
  4. Communication: Present the policy to employees during onboarding or a team meeting
  5. Documentation: Have employees sign acknowledgment forms
  6. Storage: Keep signed acknowledgments in employee files
  7. Updates: Review and update the policy annually or as laws change

Additional Resources

Need Help Customizing?

This template provides a starting point. Always consult with qualified legal counsel to ensure compliance with your jurisdiction's laws.

View Compliance GuideView All Resources