Privacy notice

TimeTrackr is the attendance and time-tracking system Acadecraft uses for its staff. This notice says what it records about you, why, who can see it, and how long it is kept. If anything here is unclear, write to hr.manager@acadecraft.com.

What is recorded

• Your account: your name, work email, employee code, role, team and working days, set up by HR.
• Your working day: when you start and stop, your breaks, and whether a day was late, short or held for review. Corrections you ask for, and the decision on them, are kept with the day.
• Where you clocked in from: the internet address of the computer, so clock-ins from outside the office network can be told apart, and the name of the office computer the desktop app runs on.
• Screenshots: while you are working in the desktop app, a picture of each screen every 10 minutes. Never while you are on a break, while the screen is locked, while the app is asking whether you are still there, or before you sign in.
• Keyboard and mouse activity: the app counts whether the keyboard and mouse are being used, so it can notice when you step away and how busy each 10 minutes was. It never records what you type or which keys you press.
• Unusual input (Windows): a key held down for a long time, input generated by software, a mouse moving with no clicks, use over Remote Desktop, and the names of remote-control or auto-input programs that are running. These are shown to your manager as notes; they never change your attendance or pay by themselves.
• Your answers to “Still at your desk?”, so a disputed break can be explained.

Why

To record attendance, work out pay from it under the office’s attendance rules, and let you and your manager check and correct the record. Screenshots and activity counts exist so a manager can confirm that time recorded as work was work.

Who can see it

• You see your own days, month, corrections, screenshots and activity.
• Your manager sees the same for the people who report to them.
• HR and the owner see it for everyone. Salaries are visible only to HR and the owner.
• Other colleagues cannot see your record. Changes made to anybody’s record are logged with who made them and why.

How long it is kept

• Screenshots are deleted after 32 days.
• Attendance and pay records are kept, because pay is worked out from them. Accounts of people who leave are switched off, not deleted, so past pay stays explained.
• Records of sign-in attempts are kept for two days; nightly backups for 90 days.

Where it is kept

On Acadecraft’s own server. Screenshots are stored privately and shown only through links that stop working after ten minutes. TimeTrackr uses no advertising or tracking services.

It is always disclosed

The desktop app says on its own screens that it takes screenshots and watches keyboard and mouse activity, and shows when it last took a screenshot. This notice is linked from every page of this website.

Your choices

If a day on your record is wrong, ask for a correction from My month. For a copy of what is held about you, or any other question, write to hr.manager@acadecraft.com.