Why a notice matters
- The Data Protection Act, 2019 expects people to be told how their data is used.
- Consent is only valid if people understand what they agree to.
- Staff who know the rules accept them far more readily than staff who find out later.
What the notice must cover
- Who is collecting the data: your company name and contact.
- Exactly what is collected, in plain words: attendance times, location at clock-in, photos, activity totals, camera-based presence checks.
- Why each item is collected and the lawful basis.
- When it is collected: only while clocked in, for example.
- Who can see it and why.
- How long it is kept.
- Where it is stored and which providers handle it.
- Staff rights: access, correction, objection, deletion, withdrawing consent, complaint to the Office of the Data Protection Commissioner.
- How to ask questions or make a request.
Template: what we track and why
"We want our remote team to work fairly and with trust. To do that, we record certain information about your working time. This notice explains what, why and for how long."
- "When you clock in and out, we record the time, a photo, and the location your device reports at that moment. We use this to confirm who worked and when, for payroll and attendance."
- "If you use our desktop app while clocked in, it checks on your own computer whether you are at your desk, and records how long you were away, idle or on your phone. The camera video is not recorded or sent anywhere."
- "We do not record what you type, what is on your screen, or anything outside your working time."
Template: who sees it and how long we keep it
- "Your manager and HR can see your attendance and activity totals. Only HR and administrators can see your photos."
- "We keep activity records and clock-in photos for [365] days and then delete them. Attendance times are kept for as long as payroll law requires."
Template: your rights
- "You can see everything we record about you on your Privacy page, and download a copy."
- "You can ask us to correct or delete data, or object to how it is used."
- "You may withdraw your consent. If you do, we will talk with you about how your attendance will be recorded instead."
- "You can complain to the Office of the Data Protection Commissioner."
Getting agreement and keeping a record
Give the notice to every person before monitoring starts, in writing, and keep a record of who accepted which version and when. In JOBOHIVE, each company can add its own note on the Privacy page; staff accept it before they can clock in, and a new version asks everyone to accept again.
Keep it honest
- Never monitor more than the notice says.
- Update the notice before you change what you track.
- Treat monitoring results as a reason to talk, never as proof on their own.