Privacy: what is recorded, and what never is
This is the canonical answer to what Employee Desk collects. Every other page on this site links here rather than restating it, so there is one version of this answer and it does not drift.
- No keystroke content
- No camera or mic
- No location
- No stealth mode
The definitive list
Collected
- Attendance marks, leave requests and daily work reports the employee submits
- Active and idle time, derived from whether input occurred
- Application and window titles, sampled while the tracker runs
- Keystroke and click counts per interval — a number only
- Screenshots at a randomised interval, if you enable them
- Account details: name, work email, department, designation, reporting manager
- Documents an employee or HR uploads to the employee record
Never collected
- The content of what is typed. No keylogger exists in the product
- Camera images or microphone audio
- Continuous screen or video recording
- GPS or IP-derived employee location
- Personal files, browser history or the contents of messages
- Anything after the tracker is stopped, or while the machine sleeps
- Anything on a device the tracker is not installed on
Transparency is enforced by the product, not by policy
A privacy policy is a promise. These are the mechanisms that make the promise checkable by the person it concerns.
- A visible tray icon for as long as recording is active. It cannot be hidden by an administrator.
- A capture notification to the employee at the moment each screenshot is taken.
- The employee gallery. Every employee opens the same screenshot gallery their manager sees, for themselves.
- A stop button that stops. Nothing is recorded after the employee stops the tracker.
- An access audit log recording which manager opened whose data, which is available to review.
If a feature request would break any of the five, the answer is no. That is a product decision rather than a marketing position, and it is the reason there is no stealth mode on the roadmap.
Who processes what
| Deployment | Data controller | Data processor | Where employee data sits |
|---|---|---|---|
| Cloud | Your company | Employee Desk CRM | Our India region |
| Private cloud | Your company | Employee Desk CRM | Your chosen region, single tenant |
| Self-hosted | Your company | None | Your own server |
| White label | Your client | You, and us behind you | Depends on the deployment you choose |
Website privacy
Separately from the product, this website collects the minimum needed to run it.
- Analytics. Google Analytics 4 with IP anonymisation, loaded after the page has rendered. It records pages viewed and which calls to action were clicked, not who you are.
- Forms. If you submit the contact or trial form, we hold what you typed in order to reply to you.
- No advertising trackers and no third-party pixels on these marketing pages.
- No web fonts loaded from a third party, which is also why these pages render as quickly as they do.
To ask what we hold about you or to have it deleted, email contact@digitalgeniussolution.com.
Privacy questions
Does Employee Desk log keystrokes?
No. Key presses and mouse clicks are counted as an activity measure, but the characters typed are never captured, stored or transmitted. There is no keylogger in the product, on any plan, in any deployment, and there is no configuration that enables one.
Does it record the screen continuously?
No. There is no screen recording and no video capture. Screenshots, when enabled, are individual still images taken at a randomised interval between 2 and 10 minutes by default and never more than 15 minutes apart.
Does it access the camera or microphone?
No, on any plan or deployment. The desktop application does not request camera or microphone permission and does not contain the code to use them.
Does it track location?
No. There is no GPS collection and no IP-based location tracking of employees.
Can the tracker run without the employee knowing?
No. The tray icon is visible for as long as recording is active, screenshots trigger a notification at the moment of capture, and stopping the tracker stops the recording immediately. There is no stealth mode and one will not be added.
What can an employee see about themselves?
Everything their manager can see about them: tracked hours, active and idle split, activity percentages, application titles and their own screenshot gallery in full. There is no view of an individual that the individual is excluded from.
Can an employee delete their own screenshots?
No, because the record would then not be trustworthy for the business purpose it exists for. They can see every one of them, raise an objection through their manager, and rely on the configured retention period, after which captures are deleted automatically.
What data does the desktop app send when nobody is working?
Nothing. The app records only while the tracker is running. It does not run in the background after being stopped and does not record while the machine is asleep.
Send this page to your team before you install anything
It is written to be circulated internally. Nothing on it changes once you become a customer.
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