Acceptable Use Policy

This Acceptable Use Policy ("AUP") sets the rules for using the ScreenJournal Services. It forms part of the ScreenJournal Business Terms of Service (the "Terms"), and capitalised terms have the meanings given there. It binds the Customer, and the Customer is responsible for its Members' compliance. A breach of this AUP is a breach of the Terms.

1. Lawful use

The Customer must use the Services in compliance with every law that applies to its monitoring, including data-protection law (such as India's Digital Personal Data Protection Act, 2023 and the Philippine Data Privacy Act of 2012), employment and labour law, and the law on recording and intercepting communications (such as the Philippine Anti-Wiretapping Act, Republic Act No. 4200, and the all-party-consent laws of several US states).

2. Covert monitoring is prohibited

"Covert monitoring" means monitoring a person without giving them the notice the Customer owes under section 8 of the Terms and the law that applies to them. The Customer must not carry out covert monitoring. In particular, it must not:

• install or run the desktop app on a device without the authority of the device's owner or the organisation that manages it;
• monitor a person before giving them that notice, or hide from them which features are on, such as Record + Save, alert evidence clips, audio or listen capture;
• represent the Workplace Monitoring Notice shown at desktop sign-in as the only notice it owes, or as consent the law requires but has not been obtained.

3. Prohibited uses

The Customer must not use the Services to:

1. record audio unlawfully, including recording a call, meeting or webinar without the notice to, or consent of, the participants that the law requires; the Services play no announcement, so this duty sits entirely with the Customer under the Call-Recording Addendum;
2. record people who are not in a work relationship with it without a lawful basis, including customers, candidates or members of the public, other than as incidental participants in work calls handled lawfully under the Addendum;
3. monitor anyone below the minimum legal working age where they work, or on a device used by a child;
4. monitor people outside work, including on personal devices without clear authority and notice, or outside the working arrangements the Customer has told them about;
5. deliberately capture special-category data, such as health information, or attempt biometric identification, such as voiceprints or face recognition; the Services do not provide these and the Customer must not add them;
6. capture payment-card data; payment applications belong on the exclusion list, and recorded calls need DTMF masking or an equivalent control;
7. harass, stalk, intimidate, discriminate against or retaliate against any person, including for using rights such as redaction, an explanation of their time, or a complaint;
8. take decisions based solely on automated output that have legal or similarly significant effects on a person, without human review and a way for the person to contest them;
9. circumvent or interfere with the exclusion list, sensitive-category packs, output redaction, redaction settings, role limits or any other privacy or security control in the Services;
10. circumvent trial, Seat or promotional limits, for example by creating several organisations to obtain repeated trials, or by sharing one account between several people;
11. send unsolicited bulk messages through the invitation, reminder, alert or report-email features, or use them other than to reach the Customer's own workforce.

4. Accounts

Each account belongs to one person. Members must not share sign-in credentials, sign-in links or one-time codes, or let anyone else use their account or desktop app session. The Customer must give each person the narrowest role that meets their job and remove access promptly when it is no longer needed.

5. Alert prompts, scoring rubrics and other content the Customer writes

The Customer writes alert prompts, correction rules, policy text and other instructions that the Services and their models act on. That content must not:

• target a person or group because of a protected characteristic such as race, ethnicity, religion, sex, sexual orientation, gender identity, disability, age, pregnancy or trade-union membership, or use such a characteristic as a criterion;
• ask the Services to infer a protected characteristic, health condition, political opinion or private-life matter about anyone;
• single out a person for retaliation, or instruct the Services to monitor activity the Customer has no lawful reason to examine;
• contain unlawful, defamatory or abusive material.

The Customer is responsible for the effect of the rules it writes, including any discriminatory outcome.

6. Evidence, recordings and exports

Stored screen video, alert evidence clips, audio recordings, transcripts and exports contain personal data about Monitored Users and often about Third Party Participants. The Customer must:

• use them only for the workforce-management purpose they were collected for, or where the law requires;
• not publish them, post them on social media or share them outside the people who need them for that purpose, except to its advisers, insurers or a competent authority, or where the law requires;
• protect downloaded copies at least as well as the Services protect them, and delete them when they are no longer needed. Downloaded copies are outside our control.

7. Connected Tools and the API

Where a Member connects an AI tool through the integration feature, the Integration Terms apply. The Customer must not:

• share a connection, its tokens or a signed-in session with anyone outside the person who authorised it;
• use a Connected Tool to give data to people who could not see it in the Services;
• use automated access to extract data in bulk, overload the Services, or get around the read-only limit or the rate limits;
• connect a tool whose provider's terms let it use the data in a way the Customer could not lawfully use it itself.

8. Prohibited technical actions

The Customer must not: reverse-engineer, decompile or copy the Services except as the law permits; probe, scan or test the security of the Services except under our Vulnerability Disclosure Policy or with our prior written permission; access another customer's data; introduce malware; impose an unreasonable load on the Services; scrape the Services other than through the exports they provide; resell or provide the Services to third parties without our written agreement; or use them to build or benchmark a competing product.

9. Permitted use

The Services may be used for lawful, proportionate monitoring of work activity of people who have been given the notice the law requires, on devices the Customer owns or is authorised to manage, for the Customer's internal workforce-management purposes.

10. Enforcement

We may investigate suspected breaches. Where a breach is not serious or continuing, we will first ask the Customer to remedy it. We may suspend or end access, for the whole organisation or for particular Members or features, under the Terms, and act immediately where a breach is serious, unlawful or puts others at risk. We may report unlawful activity to the authorities where the law requires. The Customer's indemnity in the Terms covers breaches of this AUP.

11. Changes

We list every change on the Legal page with its effective date and, where practicable, post material changes before they take effect. A new version that needs acceptance is accepted as the Terms describe.

12. Reporting misuse

If you believe the Services are being used to monitor or record someone unlawfully, including covert monitoring or unlawful recording, email support@screenjournal.ai with the subject line "Misuse report". We aim to acknowledge every report. If you are a monitored employee, see also Your Rights as a Monitored Employee.