Workplace monitoring, openly

Our rules

• Off until you set it up

  You choose each category, your workplaces’ countries, and confirm your assessments. Until then, nothing is collected.

• A notice before anything

  Each person sees what is recorded, who can see it and for how long, and acknowledges it before collection starts.

• Counts and times, not content

  Analytics never store what anyone wrote, said or made.

• People see their own

  Staff can see their own figures and the notice at any time.

• Every look is recorded

  Each time someone views analytics or location, the audit log records who looked at what.

• Admins never read mail quietly

  Reaching a mailbox takes a password reset, which signs the person out and tells them, or access they gave. Both are recorded.

What admins will see Coming soon

Presence

Online, idle and offline, active time per day, and first and last seen. Only while Viremail is open.

Mail

How many messages each person sent and received, replies and reply times. Never subjects, text or attachment names.

Vire and calls

How many messages and calls, and call time. Who talks to whom inside the company only if you turn it on; it is off by default.

Drive and office apps

Files created, edited and shared, shares outside the company, and time editing in Write, Grid and Deck. Never what is in the files.

Tasks and Leads

Tasks finished and on time, leads by stage, source and assignee, and time to first reply.

Notes, People and Calendar

Notes opened and edited, contacts imported and exported with row counts, and changes to booking pages.

Vault for teams

Who revealed which shared password, by its label. Never anything from personal vaults.

Location

Only if you turn on the optional policy: points while Viremail is open, during working hours by default.

Each category can be switched off. Logged events are kept for 12 months and presence for 6 months unless you choose otherwise.

Who can see it

Owner and admins

Everyone, every category, and exports

Managers

Only the people in the teams they lead, with no Vault details and no exports unless allowed

Everyone else

Their own figures, unless you turn that off

The person who creates a business runs it from their own account, and that account is never monitored.

Rota and clocking in Coming soon

A record the law asks for

Clock events, shifts, time off and timesheets are working time records. They are kept without the monitoring setup, for as long as the law where your staff work requires.

Location and network checks are monitoring

Checking that someone clocks in at the workplace, or on its network, starts only after you publish your monitoring notice. One point is taken per clock action and its location is deleted after 90 days.

No photos or fingerprints

The shared tablet uses a PIN for each person. It never uses the camera.

Clocked time is not online time

Timesheets come only from clocking in and out, never from presence. Online time is never used to change pay.

By default, records are kept 6 years for the UK, 3 years for the US, 7 years for Australia and 5 years in the EU, and never less than the law there requires.

If you work for a business on Viremail

• You are told first

  A full-screen notice lists what is recorded and what never is, who can see it, how long it is kept and your rights. It shows again whenever the policy changes.

• You can see your own

  Your own figures, and your location history if your company uses it, are in the Business tab.

• Location only while open

  If your company turns location on, it is only taken while Viremail is open, a sign shows while it is, and it stops outside working hours unless your company chose otherwise.

• Your rights stay

  You can ask your employer for your data or for it to be corrected or deleted, as the law where you work allows.

The rules where your staff work

United Kingdom

We follow the ICO’s guidance on monitoring workers. The setup asks you to confirm a data protection impact assessment, and staff are told before anything starts.

European Union and EEA

The setup records your legitimate interests assessment and a data protection impact assessment. In Germany, France, Austria and the Netherlands it reminds you to consult your works council first.

United States

The notice and its acknowledgement cover New York, Connecticut and Delaware’s written notice rules, with a printable poster for New York. California staff can download and correct their own data.

Australia

In New South Wales and the ACT, collection starts 14 days after notice, as their workplace surveillance laws require.

This is how the product helps. It is not legal advice, and you remain responsible for monitoring lawfully where your staff work.

Templates you can edit Coming soon

• A monitoring policy, made from your choices
• A legitimate interests assessment
• A data protection impact assessment
• The employee notice
• A New York posting notice
• A works council brief

Our workplace monitoring policy The optional location policy