Easy to use time-tracking software designed for businesses with remote teams of employees that includes automatic timesheets and screenshots of employees’ workstations as proof of work done. Screenshot monitoring is completely transparent to the employees and they control when the monitoring starts and when it stops.

Monitask is designed for companies of all sizes that have remote team members, such as freelancers, contractors, remote employees, and employees that work from home occasionally. Monitask is also useful for freelancers who would like to show their clients proof of work being done and the amount of time it took to complete.

How much does Monitask cost?

We have 3 plans. Pro plan is $5.99 a month per user, Business plan is $8.99 a month per user, and Enterprise is $19.99 a month per user. We also offer annual billing which saves companies 20% from the plans’ monthly price.

Where is my data stored and is it secure?

We respect your companies’ privacy and security. All of the time-tracking and screenshot data is securely stored and encrypted using 256-bit AES encryption.

Do remote team members see when screenshots are taken?

We believe in transparency and value our customer’s trust. After your remote team members install our desktop application, they will have full control of when the time tracking begins (along with screenshot taking) and when it stops. They can see the last screenshot taken, so they will be fully aware of what’s being uploaded for managerial review.

Can I see which applications my team members use?

Yes, you will be able to see which windows applications your remote team members are using and the percentage of time they are using them. For an employee: Navigate to: <a href="https://app.monitask.com/Report">https://app.monitask.com/Report</a> In the “Applications” section of the page, you will see all of the applications you’ve been using and the percentage of time using them. For a manager/employer: In the main menu, select the employee in the Timeline tab. In the “Applications” section of the page, you will see all of the applications they’ve been using and the percentage of time using them. You can also watch the list of programs used for your entire team. To do this, open the main menu and navigate to Reports – Applications Used <a href="https://app.monitask.com/Reports/Applications">https://app.monitask.com/Reports/Applications</a> . This report allows you to review which applications are used most frequently by the members of your team.

Can Monitask help me find freelancers?

We do not offer help with finding contractors and freelancers at this time.

Can I pay my freelancers through Monitask?

Currently we do not offer a direct payment option for paying your remote team members. However, we do synchronize with various payment apps such as Paypal and create payrolls for the team members based on their payment rate settings.

Does Monitask provide timesheets and other reports?

Monitask allows you to effortlesly generate detailed timesheets for each of the remote team members as well as many other reports including basic accounting reports.

What is an activity level and how is it calculated?

Activity level tracking is a feature designed to keep track of user activity based on the keyboard usage and mouse movements. Monitask is not a spying tool, so it does not record the actual keys that were pressed. Instead, Monitask collects activity of a user and how active they were working within each 10 minute period. If there was no mouse our keyboard usage – the time will not be counted as working. A good activity level to is anything over 50%.

Can you auto-start screenshot monitoring?

In order to protect our users and their privacy Monitask starts monitoring only when employees manually clock in and stops as soon as they clock out.

What if I work with confidential information?

Monitask does not keep track of sensitive information – no passwords or documents are stored on Monitask’s servers. At the same time, passwords or private information themselves do not fall under the radar of Monitask either – the service is careful about private data.

Can the app be hidden on employees’ computers?

Monitask is an employee productivity tool, not a spying tool. You cannot run Monitask or auto-start screenshot monitoring without the users permission. The user needs to press the start button in order to start time tracking.

What Is GDPR?

The General Data Protection Regulation (GDPR) is a data protection law from the European Union (EU) designed to protect personal data of EU citizens and residents. It gives individuals greater control over their data and aims to standardize data protection across EU countries. GDPR applies to any organization offering goods or services to EU residents, regardless of location.

Transparency: Organizations provide clear, accessible information on how personal data is processed.
Data Protection Rights: GDPR grants rights including the right to access, rectify, erase, restrict processing, data portability, object, and withdraw consent.

These principles ensure that individuals understand and control how their data is used.

Importance Of A GDPR Privacy Policy

A GDPR privacy policy is crucial for organizations handling personal data within the European Union.

Compliance with GDPR: Ensuring compliance with GDPR is essential for any organization processing EU residents’ data. This policy helps meet legal requirements, including transparency about data collection, processing, and protection.
Transparency: An effective GDPR privacy policy clarifies the data collection process, usage, and protection. Clearly explaining these aspects builds user trust, demonstrating the organization’s commitment to transparent data handling practices.
Data Subject Rights: Informing individuals about their rights under GDPR is mandatory. The policy must detail rights such as access, rectification, erasure, processing restrictions, objection to processing, and data portability.

An organization benefits from a robust GDPR privacy policy by building trust, ensuring transparency, and complying with legal requirements.

Key Elements Of A GDPR Privacy Policy Template

A GDPR privacy policy template ensures compliance with EU data protection regulations. It includes essential elements such as types of data collected, purpose of data collection, data protection measures, user rights, and data retention policy.

Types Of Data Collected

The policy should list the specific types of personal data collected. Common examples include names, email addresses, phone numbers, IP addresses, and social media information. It should also mention data collected from third-party services and other sources. This transparency helps users understand what data is gathered.

Purpose Of Data Collection

Explain why the organization collects personal data. List legal bases such as consent, contractual necessity, legal obligation, or legitimate interest. Example purposes include processing transactions, personalizing services, or complying with legal requirements. This clarity reinforces the organization’s commitment to lawful data practices.

Data Protection Measures

Detail the technical and organizational measures in place to protect personal data. Mention encryption, access controls, and data anonymization. Specify how these measures prevent unauthorized access, disclosure, or loss of data. This reassurance builds trust with users.

User Rights

Outline the rights granted to users under GDPR. These include the right to access, rectify, erase, restrict processing, and object to data processing. Also, mention the right to data portability and to withdraw consent. Providing this information empowers users and promotes transparency.

Data Retention Policy

Specify how long the organization retains personal data. List criteria for determining retention periods, such as legal obligations or business needs. Detail procedures for securely deleting data once it’s no longer necessary. Clear retention policies help maintain compliance and reduce data storage risks.

How To Implement A GDPR Privacy Policy Template

Effective implementation of a GDPR privacy policy template is crucial for compliance and customer trust.

Customizing The Template

Customize the template to align with specific business practices. Consider unique data handling procedures and the particular types of personal data collected. For example, e-commerce businesses might emphasize how they manage payment data, while social media platforms detail user interaction data. Clearly outline data processing purposes and include practical measures for data protection to reflect the actual security protocols in place.

Consulting Legal Experts

Engage legal experts specializing in GDPR to review and validate the customized privacy policy. They can ensure the policy meets all regulatory requirements and addresses any potential legal gaps. Legal advice is crucial for interpreting complex GDPR clauses and adapting them to specific business contexts. This step reduces the risk of non-compliance and potential fines.

Regular Updates And Audits

Maintain GDPR compliance by regularly updating the privacy policy. Conduct periodic audits to ensure continued alignment with GDPR standards and evolving data processing practices. Regularly monitoring changes in GDPR regulations helps keep the privacy policy up to date. Annual reviews or updates after significant data handling changes ensure ongoing compliance.

Pros And Cons Of Using A GDPR Privacy Policy Template

Advantages

Compliance Simplification

Using a GDPR privacy policy template simplifies compliance with the General Data Protection Regulation. GDPR can be complex and time-consuming to navigate without guidance. Templates offer a structured format, including all necessary elements required by GDPR, reducing the risk of non-compliance.

Time And Resource Efficiency

Templates save time and resources by providing a pre-formatted document that can be customized to fit an organization’s specific needs. This efficiency benefits smaller organizations, especially those lacking extensive legal or compliance departments.

Consistency

Templates ensure consistency in the presentation and content of the privacy policy. Consistency is crucial for maintaining transparency and trust with users. A uniform template helps organizations present information clearly and uniformly.

Disadvantages

Limited Customization

Pre-made templates might not cover all unique business practices. Limited customization can leave gaps in addressing specific organizational needs, potentially resulting in incomplete compliance.

Over-reliance On Templates

Relying on templates may lead to complacency. Organizations might neglect to update the policy regularly, which is necessary to reflect changes in data processing practices or regulatory updates.

Generic Language

Templates often use generic language that might not align with an organization’s tone or specific contexts. This can result in a policy that feels impersonal or doesn’t fully communicate the nuances of the data handling processes.

Using a GDPR privacy policy template presents both advantages and disadvantages. While it simplifies compliance, saves time, and ensures consistency, it also has limitations in customization, risks of over-reliance, and potential for generic language. Balancing these aspects is essential for maintaining effective GDPR compliance.

Conclusion

Navigating GDPR compliance can be daunting, but a well-crafted privacy policy is crucial. A GDPR privacy policy template offers a practical starting point, helping businesses clearly communicate their data handling practices and meet regulatory requirements. Customization and regular updates are essential to ensure the policy reflects specific business operations and stays compliant with evolving regulations. By balancing the benefits and limitations of using a template, organizations can foster trust, demonstrate transparency, and avoid the risks associated with non-compliance. Ultimately, a robust GDPR privacy policy is a vital tool for any business handling EU residents’ personal data.

Frequently Asked Questions

What is GDPR?

The General Data Protection Regulation (GDPR) is a data protection law from the European Union designed to protect personal data of EU citizens and residents. It grants individuals control over their data and standardizes data protection across EU countries.

Why is a GDPR-compliant privacy policy important for businesses?

A GDPR-compliant privacy policy is crucial to avoid fines, maintain customer trust, and meet legal requirements regarding data collection, processing, and protection. It ensures transparency about your data handling practices.

Who needs to comply with GDPR?

Any organization offering goods or services to EU residents must comply with GDPR, irrespective of its location. This includes businesses outside the EU that process personal data of EU citizens.

What are the key principles of GDPR?

Key principles of GDPR include transparency, data minimization, accuracy, storage limitation, integrity, and confidentiality. GDPR also grants various rights to individuals, such as the right to access, rectify, erase, and restrict processing of their data.

What should be included in a GDPR privacy policy template?

A GDPR privacy policy template should include details on the types of data collected, purposes of data collection, legal bases for processing, data protection measures, user rights, and data retention policies.

How can a GDPR privacy policy template benefit businesses?

A GDPR privacy policy template simplifies compliance, saves time and resources, and ensures consistency in presenting the policy. It helps businesses clearly communicate their data practices and build user trust.

What are some cons of using a GDPR privacy policy template?

Disadvantages include limited customization, potential over-reliance on templates, and the use of generic language that may not fit a specific business context. It’s essential to customize the template to align with your unique practices.

How often should a GDPR privacy policy be reviewed and updated?

A GDPR privacy policy should be regularly updated to comply with evolving regulations and data processing practices. Periodic reviews help in maintaining compliance and adapting to any changes in GDPR rules.

Should businesses consult legal experts for GDPR privacy policies?

Yes, consulting legal experts ensures that your customized GDPR privacy policy meets all regulatory requirements and addresses potential legal gaps, providing an additional layer of compliance assurance.

What are the rights of individuals under GDPR?

GDPR grants individuals rights like access to their data, rectification of inaccuracies, erasure, restriction of processing, objection to data processing, and data portability, enabling them to control how their data is used.

Feel free to copy/paste and modify the template provided below.

GDPR Privacy Policy Template

1. Introduction

Welcome to [Your Company Name] (“we,” “us,” or “our”). We are committed to protecting your personal data and respecting your privacy rights. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data in compliance with the General Data Protection Regulation (GDPR).

Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we will treat it. By using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Data Controller

[Your Company Name] [Address] [Contact Information] [Data Protection Officer Contact, if applicable]

3. Personal Data We Collect

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

Identity Data: Includes first name, last name, username or similar identifier, title, date of birth, and gender.
Contact Data: Includes billing address, delivery address, email address, and telephone numbers.
Financial Data: Includes bank account and payment card details.
Transaction Data: Includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data: Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our services.
Profile Data: Includes your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
Usage Data: Includes information about how you use our website, products, and services.
Marketing and Communications Data: Includes your preferences in receiving marketing from us and our third parties and your communication preferences.

4. How We Collect Your Personal Data

We use different methods to collect data from and about you including through:

Direct interactions: You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email, or otherwise.
Automated technologies or interactions: As you interact with our services, we may automatically collect Technical Data about your equipment, browsing actions, and patterns.
Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources.

5. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.
Where you have given us consent to do so.

We have set out below a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so:

Purpose/Activity	Type of data	Lawful basis for processing
To register you as a new customer	Identity, Contact	Performance of a contract with you
To process and deliver your order	Identity, Contact, Financial, Transaction, Marketing and Communications	Performance of a contract with you; Necessary for our legitimate interests
To manage our relationship with you	Identity, Contact, Profile, Marketing and Communications	Performance of a contract with you; Necessary to comply with a legal obligation; Necessary for our legitimate interests
To administer and protect our business and this website	Identity, Contact, Technical	Necessary for our legitimate interests; Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you	Identity, Contact, Profile, Usage, Marketing and Communications, Technical	Necessary for our legitimate interests
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	Technical, Usage	Necessary for our legitimate interests

6. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us using the contact details provided in this Privacy Policy.

9. Third-Party Links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

10. Cookies

We use cookies and similar tracking technologies to track the activity on our service and hold certain information. Cookies are files with small amount of data which may include an anonymous unique identifier.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service.

11. International Transfers

We may transfer your personal data to countries outside the European Economic Area (EEA). Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

13. Contact Us

If you have any questions about this Privacy Policy, please contact us:

By email: [Your Email Address] By phone number: [Your Phone Number] By mail: [Your Postal Address]

If you have any complaints or concerns about our privacy practices, you have the right to make a complaint at any time to your local supervisory authority for data protection issues.

14. Glossary

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

THIRD PARTIES

Internal Third Parties Other companies in the [Your Company Name] Group acting as joint controllers or processors and who are based [LOCATIONS] and provide [IT AND SYSTEM ADMINISTRATION SERVICES AND UNDERTAKE LEADERSHIP REPORTING].

External Third Parties

Service providers acting as processors based [LOCATIONS] who provide [IT AND SYSTEM ADMINISTRATION SERVICES].
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based [LOCATIONS] who provide [CONSULTANCY, BANKING, LEGAL, INSURANCE AND ACCOUNTING SERVICES].
[HM Revenue & Customs], regulators and other authorities acting as processors or joint controllers based [in the United Kingdom] who require reporting of processing activities in certain circumstances.

This comprehensive GDPR Privacy Policy template provides a solid foundation for ensuring compliance with data protection regulations. However, it’s crucial to tailor this template to your specific business practices and consult with legal professionals to ensure full compliance with all applicable laws and regulations.

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