Workplace Monitoring Notice

Summary shown at sign-in

Your employer uses ScreenJournal to record and analyse your work activity on this device while you are signed in and tracking is on. Depending on your employer's settings, the app records your screen and, where your employer turns audio on, your calls and meetings, and whole webinars you attend — every presenter and attendee — even when you never speak. Recording conversations is regulated by laws that vary by country, so by continuing you confirm that you will comply with the recording laws that apply where you and the people you speak with are located, and that you will give any legally required notices and obtain any required consents before recording others. Your employer controls what is recorded. When you continue, your acknowledgment of this notice is recorded with its version and the time. The full notice is at screenjournal.ai/legal/monitoring-notice.

1. Who is monitoring you

Your employer decides what is recorded and why, and is responsible for the monitoring. Cyberinfra Limited ("ScreenJournal", "we") runs the service on its instructions. Your employer should also tell you why it monitors and how it uses the results.

2. What the app records

The app records only while you are signed in and tracking is on (a green header; red means nothing is captured). Your employer chooses which of these are on.

• Your screen. The app records every display as short stretches of activity, with your cursor and clicks marked. Normally each recording is sent for analysis and then deleted; any temporary copy is removed automatically by a rule we set on our storage. What remains is your timeline: the application, window title or website, a short description and a score for each stretch, and whether you were present or idle.
• Copies on your computer. The app keeps your recordings on this device for the period your employer sets, up to three months.
• Stored video. If your employer turns on Record + Save, your screen video is kept, by policy for up to three months, and your managers can play it back. When an alert fires, the clip behind it may be kept.
• Audio, only if your employer turns it on (section 3).
• What you write: manual time entries, reasons for time away, declared off-screen work and replies to alerts.
• Sign-in information: sessions with device and IP address, and the country or region and timezone derived from it.

The app does not record what you type or copy, does not switch on your webcam, does not track your location beyond country or region, and skips applications and sites on your employer's exclusion list (banking, payroll, HR, health and adult content by default).

3. Calls, meetings and webinars

Audio is off unless your organisation turns it on — first by an owner or administrator; after that a team manager may turn it on for a team. When it is on, the app records whenever a meeting or calling application your employer lists uses the microphone, and shows "Recording from" with the application's name. Depending on your organisation's settings, the desktop app may record your screen and your meeting or call audio, including entire webinars you attend in apps or websites your organisation lists — every presenter and every other attendee — even when you never speak. Your employer chooses whether audio is kept or only the transcript; managers can download kept audio.

Transcripts attribute each passage to the member or to the other party. The transcription model also separates the voices it hears and may label a passage with a name spoken in the conversation; that label is stored with the transcript, and the Audio page shows only the member's name or "Other party". We do not match voices against voiceprints or identify anyone biometrically.

The app does not play any announcement to the other people on a call. Recording conversations is regulated by wiretapping, interception, and recording-consent laws that vary by country and region — in many places everyone on a call must be notified or must consent before recording starts. By continuing you confirm that:

• you will comply with the recording and surveillance laws that apply where you and the people you speak with are located;
• you will give any legally required notices and obtain any required consents before recording others; and
• you understand your organisation controls what is recorded.

ScreenJournal cannot provide legal advice. If unsure, ask your employer before the call. You can turn meeting capture off unless it is required. Other people on your calls can read our notice for people recorded on calls and webinars.

4. Who sees your data

• Your managers see your timeline and scores, simulated-activity flags, alert clips and replies, your weekly ranking and, where on, your video and transcripts. Owners, administrators and viewers see the whole organisation.
• You see your own timeline, in the app and on the web, including any time tagged as possible simulated activity and a mark on any score an administrator has corrected. You do not see the Review page, the alerts Log, evidence clips or the ranking.
• Reports and AI tools. Your employer can export reports and receive weekly report emails, and colleagues can connect an AI assistant that reads what they are allowed to see, which may include your data.
• Our staff may sign in to your account for support; this shows in your session list as an impersonation.
• Our vendors, listed in section 7.

The app may also show you alerts as an on-screen bubble, which can be read aloud, and ask "Are you still there?" after a period without activity.

5. Use for pay

Your employer may calculate hours and pay from your scored activity, and can exclude days or low-scored stretches from pay. These are calculations, not a payroll record; raise any error with your employer.

6. What the service concludes about you

The service draws five kinds of automated inference about the people it monitors:

1. an activity score from 1 to 5 for each recorded segment of screen activity;
2. a productivity percentage, measured against the working day;
3. a position in a weekly ranking of the organisation's members;
4. flags that activity may be simulated, for example by a mouse-jiggling device;
5. matches against alert rules written by the organisation.

Segment scores and descriptions are produced by a Google Gemini model accessed through Google Vertex AI, and alert evaluations by a Google Gemini model accessed through Google's Gemini API, from screen content and activity signals such as presence and idle time. The productivity percentage and the weekly ranking are calculated from those scores. Simulated-activity flags come from the same model reviewing the segment's screen recording, on which the desktop app marks the cursor position and clicks; fixed checks in our code then discount the device's own idle periods and apply minimum thresholds before a flag is set. These outputs are probabilistic. They can be wrong, and they describe what was on screen, not the quality or value of anyone's work.

ScreenJournal makes no employment decision. Any decision about a person, whether on pay, performance, discipline or anything else, is made by your employer's managers, who are responsible for it.

The following human-review surfaces exist today:

• the Review page, where managers can examine flagged segments, and the alerts inbox, where a manager approves or rejects a member's explanation;
• corrections, where the organisation's administrators change a segment's score;
• Add a reason, where a member, or a manager on the member's timeline, explains a paused, offline or away stretch (when the organisation's policy allows manual entries);
• the member's own Activity timeline, which shows their segments, descriptions and scores.

If you disagree with a score, flag or ranking, ask your employer first. Your employer can correct the record or redact a time range. If your employer does not respond, contact support@screenjournal.ai.

A flag that activity may be simulated is an indicator that calls for human judgement. It is never proof of misconduct, and it should not be relied on without a person reviewing the underlying activity.

Our Automated Processing Statement explains how each output is produced and where it goes wrong.

7. Where your data goes

The service runs on one server operated by Hetzner in Germany, with Cloudflare in front of it for traffic protection and encryption in transit. Account and organisation records, monitoring metadata and report data are held in a PostgreSQL database on that server, and generated reports are cached in a MongoDB database on the same server. The server also runs other applications we operate, in separate containers. We do not currently keep database backups.

Activity time-series data is stored in Amazon S3 in Mumbai, India (the ap-south-1 region). Since August 2026 all new screen and audio media is stored in Google Cloud Storage (region to be confirmed); older media remains readable in Amazon S3 in Mumbai. The AI analysis of screen recordings and audio runs on Google Gemini models through Google's Vertex AI service at its global endpoint. Report and timesheet narratives, alert evaluation and the assistant use Google Gemini models through Google's Gemini API, as does the support chat on our website.

Details: Subprocessors page.

8. How long data is kept

Data is retained for the term of your employer's subscription unless it is deleted earlier on a verified request or by your employer. Where Record + Save is enabled, stored screen video is kept for up to three months by policy. Automated expiry is not yet built; deletion is carried out by our operational procedure.

If your employer removes you from the organisation, your account is deleted, but your monitoring data stays for the subscription term unless it is deleted on request. Our Retention & Deletion Protocol has the detail.

9. What you can do

You can pause tracking as policy allows; add a reason for paused, offline or away time where allowed; reply to alerts in the app's Inbox; redact a time range where your employer has enabled it for your role (alert evidence clips are not removed by a member's redaction request); and review your sessions and turn on two-factor authentication.

10. Your rights and who to contact

Ask your employer first to see, correct or delete your data, or to raise a grievance. If it does not respond, email support@screenjournal.ai with the subject "Data protection request"; we aim to acknowledge every request, and pass it to your employer. Your Rights as a Monitored Employee and Data Protection Contacts explain your options and where to complain; see also our India page, Philippines page and Privacy Policy.

11. Your acknowledgment

When you sign in to the desktop app, it shows the summary above and does not sign you in until you press "I agree — continue". We then record that you did, with this notice's version and the time. If our recording of it fails, sign-in still completes and we try again at your next sign-in. It confirms you were shown this notice; it is not consent and does not make you a party to your employer's contract with us. A session already signed in keeps recording as your employer's settings decide.

Older desktop apps also ask you to tick "I agree to the Terms of Service and Privacy Policy"; that tick only confirms you read the notices shown.

If your employer did not tell you about this monitoring before it started, tell us at support@screenjournal.ai.