Workplace monitoring notice

1.Who this is for

Remote Desk can help an organisation understand who is working and when. This page explains what the tools record, so that employees and contractors know what to expect and organisations know what they must do before turning them on.

The organisation you work for decides which tools are on. Remote Desk provides them. If you are an employee and want to know what applies to you, your employer is the right place to ask first, and the Security section of Settings in the app shows what is collected.

2.Attendance and presence

Presence is part of how the virtual office works. While you use Remote Desk, it records which floor, room and seat you are in and when, your status such as active, away or focused, whether you are in a call, and which part of Remote Desk you have open. Your organisation can use this for attendance and to show a timeline of your day.

In the web app, being marked away for inactivity is based only on activity inside the Remote Desk tab. It does not look at other windows or applications.

3.App activity

App activity is off unless an owner of your organisation switches it on. It works only in the Windows desktop app, not in a browser or on a phone.

When on, it records the name of the application in front and its window title, in blocks of time, so a timeline can show which tools were used. The window title of a browser is the page title, not its web address.

It records nothing while you are idle or your screen is locked. The owner chooses how long the records are kept, from 7 to 365 days, with a default of 30.

4.Screenshots

Screenshots are off unless an owner of your organisation switches them on, and are taken only by the desktop app. The owner chooses whether each capture shows the window in front or the whole main screen, how often one is taken (a random moment within each interval of between 1 and 30 minutes, 10 by default), and how long they are kept, from 7 to 365 days, with a default of 30.

By default each screenshot is blurred on your own device before it is uploaded, so readable text does not leave your machine. The owner can turn blurring off.

No screenshot is taken while you are idle or your screen is locked, and the desktop app shows a notice each time one is captured. You can see your own screenshots and delete any of them.

5.You will be able to tell

While app activity or screenshots are on, the desktop app shows a monitoring icon, and Settings, under Security, lists what is collected. Remote Desk does not collect consent from employees itself. It is the organisation's job to tell its people and, where the law requires it, to get their agreement.

6.What is not collected

Remote Desk's monitoring tools do not record keystrokes, mouse movements or the clipboard. They do not record web addresses or file paths. They do not turn on your microphone or camera to monitor you, and they do not record your location.

Nothing from app activity or screenshots is collected from the web app or the mobile app.

7.Who can see it

Your organisation's owner and admins, and anyone in a role your organisation gives the same permission, can see attendance records and, where the tools are on, app activity and screenshots. Other members see only what the product shows them, such as your status and seat.

If your organisation's owner uses the daily operations report, a nightly summary of each member's hours, work and AI usage is emailed to the owner and to the recipients the owner chooses.

Remote Desk staff can reach the service as a user only to provide support, and every such session is labelled and recorded. See the privacy policy for more.

8.What employers must do

If you switch these tools on, you are responsible for using them lawfully. That includes having a legitimate purpose, collecting no more than you need, telling your staff before you start what is collected, why, who sees it and for how long, and getting consent or relying on another lawful basis where the law of your country or region requires it. Some places require consultation with employees or their representatives, and some restrict screenshots or this kind of tracking altogether.

Choose settings that fit your purpose: leave the tools off if you do not need them, keep blurring on, use the shortest retention that serves you, and limit who holds the permissions that let them see the data. Do not use monitoring data to make decisions about people without human review, and do not use the tools for covert surveillance.

Your data processing responsibilities are described in the data processing addendum.

9.Your rights and questions

You may have rights to see, correct or object to the use of data about you. See your data rights. For questions about the product, write to hello@thehivez.com.