United States notice templates

These templates help an organisation that uses ScreenJournal in the United States give the monitoring notices that US state laws require of employers. The Workplace Monitoring Notice that ScreenJournal shows at every desktop sign-in is a general notice from us; it does not replace the employer's own notice, and several states prescribe the form, timing and acknowledgment of that notice. Nothing here is legal advice: check each template against the current statute, and take advice where your workers are located.

How to use them. Fill in the bracketed items, give the notice in the form and at the time the state requires, keep the acknowledgment, and update the notice when you change what is monitored (for example when you turn on Record + Save, audio or listen capture). Keep every notice and acknowledgment for at least four years: California's employment-discrimination rules require employers to keep records of automated-decision systems for that long.

1. What ScreenJournal records (common text)

Use this description inside each state notice, edited to match the features you have enabled:

{EMPLOYER} uses ScreenJournal on work devices to record and analyse work activity. While you are signed in and tracking is on, the software records your screen as short video segments, with the cursor position and clicks marked, and derives an activity timeline: application names, window titles, website addresses, a short description and a productivity score for each stretch of time, and whether the device was in use or idle. Applications and sites on our exclusion list (including banking, payroll, HR, health and adult content by default) are not recorded. {If enabled: Screen video is stored and can be replayed by your managers.} [If enabled: Calls and meetings in the following applications are recorded and transcribed: {LIST}; whole webinars you attend in those applications are recorded, including every presenter and attendee.] The software does not record keystrokes or the clipboard, does not use the webcam, and does not track your location beyond the country or region of your sign-in. {EMPLOYER} uses the results for [PURPOSES: for example, productivity reporting, timesheets and billing, security, and coaching]. Scores, rankings and flags are indicators reviewed by a person; no decision about you is made by the software alone. The full description is at screenjournal.ai/legal/monitoring-notice.

2. New York (Civil Rights Law section 52-c)

Required: written notice on hiring, acknowledged by the employee in writing or electronically, and a notice posted in a conspicuous place readily available to employees. The statute's own words should appear:

Notice of electronic monitoring. {EMPLOYER} monitors or intercepts telephone conversations or transmissions, electronic mail or transmissions, and internet access or usage by employees by electronic device or system, including computer, telephone, wire, radio or electromagnetic, photoelectronic or photo-optical systems. Any and all telephone conversations or transmissions, electronic mail or transmissions, or internet access or usage by an employee by any electronic device or system may be subject to monitoring at any and all times and by any lawful means. {Insert section 1.}

I acknowledge that I have received and read this notice. Name: ____ Date: ____ Signature or electronic acknowledgment: ____

3. Connecticut (General Statutes section 31-48d, as amended from 1 October 2026)

Required: prior written notice of the types of electronic monitoring that may occur, posted conspicuously. As amended by Public Act 26-73, the notice should identify the specific locations and systems monitored, and new hires should receive a plain-language statement.

Notice of electronic monitoring. {EMPLOYER} may electronically monitor employees' use of the following work devices and systems: company-issued computers and laptops running the ScreenJournal desktop application; {LIST other systems}. Monitoring takes place at these locations: {LIST: for example, all company premises, and remote work on company devices}. The types of monitoring are: screen recording and activity analysis {, stored screen video} [, call and meeting recording and transcription]. {Insert section 1.} This notice is posted at {PLACE} and given to each new employee before monitoring begins.

4. Delaware (Code title 19, section 705)

Required: either a one-time written or electronic notice, acknowledged by the employee, or an electronic notice on every access. The one-time form:

Notice of monitoring of telephone, email and internet use. {EMPLOYER} may monitor or intercept telephone conversations or transmissions, electronic mail or transmissions, and internet access or usage by employees, through the ScreenJournal software and [LIST other systems]. {Insert section 1.}

I acknowledge that I have received this notice in writing or electronically. Name: ____ Date: ____ Acknowledgment: ____

5. Maine (electronic-monitoring notice law, in force July 2026)

Required, as we understand the law: written notice before monitoring begins, describing the monitoring and its purposes, with a copy posted and repeated on request; confirm the current text and any annual-notice duty with counsel.

Notice of electronic monitoring. Before monitoring begins, {EMPLOYER} gives you this notice that it monitors work devices through the ScreenJournal software. What is monitored, and why: {insert section 1, including PURPOSES}. How long the data is kept: for the term of our subscription unless deleted earlier; {stored screen video for up to three months}. Who can see it: your managers and the roles listed in our policy. This notice is posted at {PLACE} and is available on request.

6. California: notice at collection under the CCPA (regulations section 7012)

Required of an employer that is a business under the California Consumer Privacy Act, at or before collection. Give it to employees, applicants and contractors in California, and keep it with the privacy policy. It must list the categories of personal information collected, the purposes, whether the information is sold or shared, how long each category is kept, and a link to the privacy policy.

Notice at collection: workforce monitoring. {EMPLOYER} collects the following categories of personal information through ScreenJournal: identifiers (name, work email, device and sign-in details); internet or other electronic network activity information (application names, window titles, website addresses, screen recordings {, stored screen video}); professional or employment-related information (activity descriptions, productivity scores, rankings, flags, timesheets); {audio recordings and transcripts, where enabled}; inferences drawn from the above (how productive a stretch of work looked). Purposes: [for example, managing productivity and attendance, preparing timesheets and client billing, information security, compliance, and defending legal claims]. We do not sell or share this information. Retention: [for the term of our ScreenJournal subscription and {N} years after, or as the law requires; stored screen video up to three months]. ScreenJournal (Cyberinfra Limited) processes this information as our service provider. If we use these outputs to make a significant decision about you, we will give you a separate notice of that use, as the regulations require from 1 January 2027. Our privacy policy for workers is at {LINK}.

7. Illinois (Human Rights Act, artificial intelligence in employment)

Required from 1 January 2026: notice to employees when the employer uses artificial intelligence for recruitment, hiring, promotion, discipline, discharge, pay or other terms of employment.

Notice of use of artificial intelligence. {EMPLOYER} uses artificial intelligence, through the ScreenJournal software, to describe and score work activity on work devices and to flag activity that may be simulated or follow an unusual pattern. These outputs may inform decisions about {LIST: for example, performance reviews, scheduling, pay for billable work}. They are indicators reviewed by a person; no decision is made by the software alone, and you may ask {CONTACT} to review any output about you. How the outputs are produced and where they go wrong is described at screenjournal.ai/legal/automated-processing-statement.

8. Other states

Texas requires notice before collecting biometric identifiers; ScreenJournal collects none, so no Texas biometric notice is needed for it. Most other states have no monitoring-specific notice statute, but their privacy laws, where they reach employee data, follow the California pattern above. Federal law (the Electronic Communications Privacy Act) requires one party's consent to recording; the states that require every party's consent are listed in the Call-Recording Addendum, and the notice duty for recording is the employer's, not a feature of the product.