An employee monitoring notice your team can actually read

Employee monitoring notice template

When companies tell staff that work computers will be recorded, the obstacle is rarely the intention. It is the wording. "The company may monitor systems as necessary" answers none of the three questions people actually ask: what is seen, who sees it, how long it is kept.

A notice that works has seven parts:

  1. Purpose — one, not three.
  2. Scope — which devices, which departments, how many.
  3. Data recorded — named specifically.
  4. Data not recorded — say it out loud; it changes how the notice is received.
  5. Who can access — by role, not "management".
  6. Retention period — how long, and what deletes it.
  7. Contact point — where objections go.

The most common mistakes: using "as necessary" instead of a list, leaving out the exclusion list, naming only a department for access, and writing a retention period without a deletion step.

There is a full template you can copy, with the parts to replace marked, in this guide.

General information, not legal advice.

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