What counts as “intrusive” monitoring?
Intrusiveness isn’t only about the tool — it’s about purpose, transparency, and proportionality. A good privacy-first rule: collect the minimum data needed to achieve a clear business purpose.
- Less intrusive (usually easier to justify): apps used, websites visited, active/idle time, working hours, aggregated productivity trends.
- Higher risk: keylogging, always-on webcam/mic surveillance, hidden monitoring, live GPS/street-level tracking for desk workers.
Privacy-first checklist (do this before you install anything)
Use this checklist to avoid the “creepy monitoring” trap and build trust from day one:
- Define purpose in one sentence. (Example: “Improve productivity and reduce security incidents by identifying workflow blockers and risky behavior.”)
- Collect the minimum data needed. If you can solve the problem without screenshots or location context, don’t collect them.
- Write a simple employee notice. What you collect, why, when, and who can access it.
- Limit access by role. Only managers/IT who need it should view sensitive details.
- Set retention rules. Keep data only as long as needed for the stated purpose.
- Offer an escalation path. Employees need a clear way to ask questions or report concerns.
- Document decisions. This is where policy reports and audit exports help.
Note: This article provides general information and is not legal advice.
Workplace monitoring policy outline (template structure)
Your policy doesn’t need to sound like a law textbook. It needs to be clear. Here’s a structure you can use:
- 1) Purpose — why monitoring exists (productivity, security, compliance)
- 2) Scope — which devices/users are covered (company devices, remote/hybrid)
- 3) What’s collected — list categories (apps, URLs, time, screenshots, etc.)
- 4) What’s not collected — explicitly state exclusions (passwords, private messages, keylogging)
- 5) When it runs — business hours, always-on, or job-based sessions
- 6) Access rules — who can view what; approvals for sensitive access
- 7) Retention — how long data is kept and why
- 8) Security controls — how data is protected (least privilege, secure storage)
- 9) Employee rights & questions — contact channel and escalation path
- 10) Updates — how policy changes are communicated
What MonitUp collects / doesn’t collect
Clear boundaries reduce fear and increase adoption. Here’s a plain-English view you can reuse in your policy.
| Category | Collected (examples) | Not collected |
|---|---|---|
| Activity signals | Apps used, websites visited, active/idle time, working hours | Passwords, private message content |
| Screenshots | Blurred / low-detail screenshots (optional & configurable) | High-resolution “spy” capture by default |
| Keystrokes | — | No keylogging |
| Location context |
Last-known city-level device location + timestamp (for recovery/audit context)
See: Location Tracking
|
No live GPS / street-level tracking |
| Policy reporting | Policy Monitoring Report (policy-first visibility + audit-ready workflows) | Monitoring without notice or documented purpose |
Rollout plan: set expectations without killing trust
- Announce it before enabling it. Share your purpose and what you collect (and don’t collect).
- Start with the least intrusive settings. Begin with apps/URLs + working hours. Add screenshots/location only if needed.
- Make it about outcomes. “We want fewer blockers and better support,” not “we want to catch people.”
- Share wins transparently. Example: “We reduced idle time by fixing slow tools,” not “we caught someone.”
- Review quarterly. Remove anything you don’t actually use.
How MonitUp stays privacy-friendly
- Privacy-friendly signals first: apps, URLs, and time-based productivity metrics
- Optional screenshots designed for productivity review—not invasive surveillance
- No keylogging (keystroke capture is excluded)
- Policy Monitoring Report for policy-first visibility and reporting workflows
- Last-known, city-level device location for recovery and compliance context (not live GPS)
For a broader overview, see our Employee Monitoring Software guide.
FAQ
Is employee monitoring legal?
It depends on your jurisdiction and how you implement it. A privacy-first approach typically includes clear notice, purpose limitation, data minimization, secure access, and a written policy. (This is not legal advice.)
Do you need employee consent?
Some regions and situations require consent or strict notice requirements. Even when not strictly required, transparent notice is a best practice for trust.
What’s the privacy-friendly alternative to GPS tracking?
Use last-known, city-level device location for recovery/audit context rather than live GPS. See: Location Tracking.
Does MonitUp record keystrokes?
No—MonitUp does not include keylogging.
What should a workplace monitoring policy include?
Purpose, scope, what you collect, what you don’t collect, when it runs, access rules, retention, security controls, and a clear employee contact path.