Privacy policy. In plain words.

01Who we are and what this covers#

EmpGrid is a time-tracking, attendance and team-activity product operated by DigiGrowth. Organisations ("workspaces") use EmpGrid to track work time, attendance, leave and activity for their own employees.

When an organisation adds you, that organisation decides how EmpGrid is used for its team. This includes whether you use the desktop agent and which settings apply. We process that data to provide the Service to the organisation. If you are an employee, questions about how your employer uses EmpGrid are usually best raised with your workspace administrator first. You can always contact us as well.

02Information we collect#

Account and workspace information

When a workspace is created or a user is added, we store:

• First and last name, and email address
• A password, stored only as a one-way hash. We never store the password itself.
• Role (super admin, admin or employee), department, designation and join date
• Optional profile details, such as a phone number or avatar
• Organisation details: name, and optionally a logo, address and timezone

Work and attendance information

• Work sessions: when tracking starts and stops, and the project or task it is logged against
• Attendance: clock-in and clock-out times, total minutes, late-arrival and early-departure flags, and notes
• Leave: leave requests, approvals, balances and holidays
• Projects, tasks and work schedules set up by your organisation
• In-app notifications, such as leave decisions

Technical information

Like most websites, our servers receive standard request information when you use the Service, such as your IP address, browser type and the time of the request. We may keep this in server logs for security and troubleshooting.

03What the desktop agent collects#

The EmpGrid desktop app for Windows collects activity data only while a tracking session is running. The session starts when the employee clicks Start in the app or chooses Start Tracking from the tray menu. It ends when they stop tracking, log out or quit the app. Launching the app, or having it start with Windows, does not start tracking. The app window and the system-tray tooltip show whether tracking is on.

Window titles often contain the name of the open document or web page, and screenshots show whatever is on screen when they are taken. Please keep this in mind, and stop tracking before you do anything private.

What the agent never collects

• The content of keystrokes: which keys were pressed, typed text or passwords
• Clipboard contents, or the contents of files, emails or messages
• Webcam video, microphone audio or location
• Activity counts, app names, window titles and screenshots outside a tracking session. (While you are signed in, the app does tell the server whether it is online or offline, so admins can see that you are connected. It sends no activity data with that.)

What stays on the device

• Your sign-in token, so the app stays logged in until you log out
• Screenshot files, briefly. Local copies older than 24 hours are deleted the next time a screenshot is taken.
• If you are offline, activity summaries and screenshots wait in a local queue and are retried

The app checks for updates. It downloads and installs one only when you choose to.

04How we use information#

We use the information we collect to:

• Provide and maintain the Service, including timesheets, attendance, leave and activity views
• Generate reports for your organisation, and export them as CSV files or as print-ready reports that can be saved as PDF
• Sign users in and enforce roles and access within a workspace
• Show in-app notifications, such as leave decisions
• Keep the Service secure, fix bugs and improve the product
• Answer support requests

We do not use your data for advertising, and we do not sell it.

05Who can see your data#

• Workspace admins (super admins and admins) can see the screenshots, activity timelines, live status, attendance and reports of the employees in their own organisation. Admins can also delete screenshots.
• Employees can see their own time, attendance and screenshots in the dashboard, with the activity % shown on each screenshot. The dashboard does not show employees other people's screenshots or activity.
• Other organisations. Every workspace's records are tied to that organisation, and the dashboard shows them only to that workspace's own members.
• DigiGrowth staff access workspace data only as needed to run, secure or support the Service, or when the law requires it.

06How we protect data#

• Traffic between the website, dashboard, desktop app and our servers is encrypted with TLS (HTTPS).
• Passwords are hashed with bcrypt. We never store or log plaintext passwords.
• Screenshot lists, activity, attendance and reports are returned only to signed-in users, after a check of their role and organisation.
• Database access is restricted to the Service.

No system is perfectly secure. If we learn of a security incident that affects your personal data, we will notify the affected workspaces without undue delay. For more detail, see our security overview.

07How long we keep data#

We keep workspace data, including activity records and screenshots, for as long as the workspace is active, unless an admin deletes it sooner. Admins can delete individual screenshots, and super admins can remove employees from the workspace.

If an organisation asks us to close its workspace, we delete the associated data within 30 days. The exception is anything we must keep longer by law. Local screenshot copies on a device are cleared as described in section 3.

08Sharing and third parties#

We do not sell, rent or share personal data with third parties for marketing.

• Infrastructure. We use cloud hosting providers to run our servers and store data. They may process data only to provide that service to us.
• No third-party trackers. Our website and dashboard do not load third-party analytics or advertising scripts, and the website's fonts are served from our own domain.
• Legal requests. We may disclose information if the law requires it, or to protect the rights, property or safety of our users, the public or DigiGrowth.
• Business changes. If DigiGrowth is involved in a merger or acquisition, data may transfer under this policy. We will tell affected workspaces first.

09Your choices and rights#

Depending on where you live, you may have the right to access, correct, export or delete your personal data, or to object to how it is processed. In practice:

• Access. You can see your own profile, time, attendance and screenshots (with the activity % on each) in the dashboard at any time.
• Correct. You can update your profile details in the dashboard. Admins can correct employee records.
• Export. Admins can export reports as CSV files or as print-ready reports that can be saved as PDF.
• Delete. Ask your workspace admin, or email us. We will act on verified requests, and we coordinate with the employer when the data belongs to their workspace.
• Stop collection. The desktop agent collects nothing while tracking is stopped.

10If you run a workspace#

If you use EmpGrid to monitor employees, you are responsible for using it lawfully. That includes:

• Telling your team that EmpGrid is in use, what it collects (see section 3) and why
• Having a lawful basis for monitoring, and getting consent where your local law requires it
• Limiting admin access to the people who need it
• Handling your employees' requests about their data

Our Terms of service do not allow using EmpGrid to monitor people without their knowledge.

11Children#

EmpGrid is a workplace tool and is not directed at children. We do not knowingly collect personal data from children. If you believe a child's data has been added to the Service, contact us and we will delete it.

12Changes to this policy#

We may update this policy as the product changes. When we do, we change the "Last updated" date at the top. If a change is significant, we will also tell users through the EmpGrid dashboard or by email. Using the Service after a change takes effect means you accept the updated policy.

13Contact us#

Questions about this policy or about your data? Contact us:

• Email: [email protected]
• Web: empgrid.app/contact