Employee monitoring policy and consent template

A starting template for telling staff openly how computer monitoring works. Replace the [brackets], adapt it to your company and local law, and share it before monitoring starts. In Ontario, employers with 25 or more employees need a written electronic monitoring policy; some US states, such as New York, require written notice. Check the rules where your staff work.

Last updated 19 October 2026

1. Purpose

[Company] uses Nano Work to record working time, attendance and how work time is spent on company computers. We use it to keep timesheets accurate, plan work fairly, support staff who are overloaded, and protect company information. We do not use it to watch people outside working time.

2. Who it applies to

Employees and contractors who work on a [company / personal] computer with the Nano Work app installed, in the office, at home or both.

3. What is recorded

When you start and stop work, and breaks.

Active and idle time (whether the keyboard or mouse is in use, not what you type).

[If enabled] Which applications and websites are used, and for how long.

[If enabled] A screenshot about every [10] minutes while you are working, [blurred]. Screenshots are kept for [30] days.

Nothing is recorded while tracking is off, during breaks, or [outside working hours].

4. What is not recorded

Keystrokes, passwords, the content of messages, your camera or microphone, or anything on your personal phone.

5. Who can see it

You can see your own time and activity at any time from the app's "Open dashboard" button. [Your manager] and [HR / admins] can see your team's records. Nobody else.

6. How it is used

For timesheets, attendance and fair workload planning. Monitoring data alone is never the only reason for a disciplinary decision; you will always be able to explain.

7. How long it is kept

Time and activity: [6 months]. Screenshots: [30 days]. After that it is deleted automatically.

8. Questions and changes

Ask [name / email] about this policy. We will tell you before changing what is recorded.

Consent (sign and return)

I have read the [Company] employee monitoring policy dated [date]. I understand what Nano Work records, when, who can see it and how long it is kept, and I agree to it being used as described.

Name: ____________________ Signature: ____________________ Date: __________

Nano Work also shows each employee this notice in the app and asks them to accept it before anything is recorded.