TimeCampus

Employee Monitoring Notice Template

A notice template organisations can adapt to tell their people what TimeCampus records, why, who can see it, and what their rights are.

Version 1.0 · Effective 24 October 2026 · Last updated 24 October 2026

How to use this template

When your organisation rolls out TimeCampus, you are the controller (the Data Fiduciary under India's DPDP Act) for your team's data, and most monitoring laws put the duty to tell people about it on you. This template is a starting point for that notice. It is not legal advice.

  1. Replace every [bracketed] item and delete the options that do not apply to your set-up.
  2. Check it against the law where your people work. Some places require a written acknowledgement, a works-council or union consultation, a data protection impact assessment, or a notice in a local language. Two common examples:
    • New York (Civil Rights Law §52-c): employers must give written notice of electronic monitoring on hiring, get an acknowledgement, and post the notice where employees can see it.
    • EU / UK GDPR: the notice must cover the purpose, the lawful basis, retention, recipients and rights (Articles 13 and 14), and large-scale monitoring usually needs a DPIA. Timecampus publishes a DPIA template (TC-LEGAL-003D) you can request at [email protected].
  3. Give the notice before you turn on any capture, and again whenever you change what is captured.
  4. Keep a record of when each person received it.

What the template says about TimeCampus reflects how the product works on the date above. TimeCampus captures only what your administrators switch on and what each person allows on their own device. Focus scores, productivity scores and other AI insights about a person are shown only to that person. You must not use them to evaluate the person or to inform decisions about hiring, pay, promotion, task allocation, discipline or termination (AI Product Terms §4.4).

Notice template

[Organisation name] — Notice about TimeCampus time tracking

Effective from: [date]

1. What this notice is about [Organisation name] ("we") uses TimeCampus, a time-tracking and time-intelligence service provided by Timecampus Technologies Pvt. Ltd., to [record working time on projects and tasks / prepare client invoices / understand where team time goes / support focus and wellbeing]. This notice explains what is recorded, why, who can see it, and your rights. We are responsible for this processing. Timecampus processes the data on our instructions as our service provider.

2. What is recorded We have switched on the following. Anything not listed here is not recorded.

  • Time entries you start, stop or edit yourself, with the project, task and notes you add
  • Calendar events and meeting times from [calendar system], to suggest time entries
  • Application names and window titles on your work computer, via the TimeCampus desktop app or browser extension, only while tracking is switched on
  • Website domains visited in a work browser profile, grouped into categories
  • Time spent in your code editor, via the TimeCampus code extension
  • App usage on your work phone, via the TimeCampus mobile app, only if you grant it usage-access permission
  • Location check-ins and arrivals at or departures from [named work sites] (geofences), only for [role / site-based work] and only on devices where you allow location access
  • Expense entries and receipts you submit
  • Approvals and edits made by managers to timesheets

TimeCampus does not take screenshots, record keystrokes, read the content of your emails or messages, or turn on your camera or microphone, and it does not use your location unless you have allowed location access on your device.

3. Why we record it [Choose and edit:] To bill clients accurately for work performed; to plan projects and staffing using team-level totals; to meet our legal obligations on working-time records; and to give you your own view of where your time goes.

4. What we will not use it for Focus scores, productivity scores and other AI-generated insights about you are for your own use. They are shown only to you, and we will not use them to monitor or evaluate you or to make decisions about your hiring, pay, promotion, tasks, discipline or employment. Decisions about you are always made by a person.

5. Who can see it

  • You can see everything recorded about you.
  • [Managers / project leads] can see [your submitted timesheets / time on the projects they run / team totals].
  • [Finance / billing staff] can see billable time and expenses needed for invoicing and payroll.
  • Clients see only what we choose to share in a client portal, usually project totals.
  • Timecampus processes the data to run the service, under a data processing agreement with us. Its subprocessors are listed at timecampus.com/subprocessors.

6. Your controls You can pause tracking at any time from the TimeCampus app or extension, and you can review, correct or delete your own entries before you submit them. [Describe any times when tracking must stay on, for example during billable client work.]

7. Our legal basis [EU / UK: legitimate interests in accurate client billing and project planning, balanced against your privacy — or legal obligation for working-time records.] [India: legitimate use for employment purposes under section 7 of the DPDP Act, 2023 — or your consent, which you can withdraw.] [Other jurisdictions: state the basis.]

8. How long we keep it Time entries: [period, for example 7 years for invoicing and tax records]. Activity and application data: [period, for example 90 days]. Location check-ins and site events: [period]. Data is deleted or anonymised at the end of that period.

9. Where it is stored TimeCampus stores the data in India (Amazon Web Services, Mumbai region). [Add any transfer safeguards your organisation relies on.]

10. Your rights You can ask us for a copy of your data, ask us to correct or delete it, object to processing based on legitimate interests, or complain. Contact [privacy contact / grievance officer, email]. You can also complain to [the Data Protection Board of India / your data protection authority].

11. Changes We will tell you before we switch on anything new or change how the data is used.

Acknowledgement [if your law requires it] I have received and read this notice. Name: ________________________ Signature / date: ____________________

Document ID: TC-LEGAL-PUB-004
Owner: Privacy Office / Timecampus
Review cycle: every 12 months, when TimeCampus adds a new capture source, or when monitoring law changes in a major market.