Privacy Policy

Introduction

Monicrew ("Monicrew," "we," "us," or "our") is committed to protecting the privacy and security of the information entrusted to us.

Monicrew provides employee time tracking, attendance and shift management, activity and application monitoring, productivity analytics, optional screen capture, human resources management, reporting, and related workforce productivity services for businesses and professionals.

This Privacy Policy explains how personal information and other data may be collected, processed, stored, used, transferred, and protected when you access the Monicrew website, applications, platform, and related services.

We do not sell or rent workforce records, time and activity data, monitoring data, or personal information for advertising purposes.

This Privacy Policy may apply to:

• Visitors to our website
• Registered Monicrew users
• Existing, potential, and former customers
• Business contacts
• Customer representatives
• Suppliers and service providers
• Partners
• People communicating with our support team
• Individuals whose information is processed by a Monicrew customer through the platform

1. Personal Data Collected

Monicrew may collect and process different categories of personal and technical information depending on how you interact with our Services.

1.1 Account and Personal Information

Information may include:

• First and last name
• Email address
• Phone number, when provided
• Profile picture
• Password or authentication information
• Company or organization name
• Job title
• Department or team
• Country or region
• Billing information
• Account preferences
• Subscription information
• Communication preferences

Monicrew does not intentionally store passwords in readable plain text. Authentication credentials are protected using appropriate security measures.

1.2 Account Access and Usage History

We may collect information about how your account is accessed and used, including:

• Login history
• Login timestamps
• IP address
• Device information
• Authentication activity
• Session information
• Features accessed
• User actions
• Account settings changes
• Connected devices and monitoring agents
• Security-related events

This information may be used for security, troubleshooting, fraud prevention, and service improvement.

1.3 Workforce and Employee Records

Monicrew enables customers to create, import, or manage records relating to the people in their organization.

This may include:

• Employee name
• Work email address
• Job title
• Department, team, or reporting line
• Employment or engagement status
• Work location or site
• Shift pattern and roster assignment
• Attendance records
• Leave requests and approvals
• Custom fields and tags
• Notes and other customer-provided information

This information belongs to and is controlled by the customer who creates or imports it. Monicrew processes it to provide the Services requested by that customer.

1.4 Time, Activity and Productivity Data

When monitoring and time tracking features are enabled by a customer, we may process:

• Work session start and stop times
• Tracked hours by project, task, or client
• Attendance and shift adherence
• Idle periods and any reason an employee assigns to them
• Active application names
• Visited website domains, where URL tracking is enabled
• Activity categories such as productive, neutral, or distracting
• Aggregate keyboard and mouse activity levels
• Productivity scores derived from the above
• Screenshots, where the screenshot module is enabled
• Timestamps and device identifiers associated with each record

The scope of this processing is determined by the customer. Individual modules can be disabled for the whole workspace, for a team, or for a specific person.

Monicrew does not record keystroke content, and does not capture microphone or camera input.

1.5 Payment Information

When you purchase a paid subscription, we may process information such as:

• Billing name
• Billing email address
• Billing address
• Company information
• Subscription plan
• Transaction identifier
• Payment status
• Invoice information
• Last digits of the payment card where provided by our payment provider

Payment transactions may be handled by third-party payment processors.

Monicrew does not intentionally store complete credit or debit card numbers or card security codes when payment information is processed directly by our payment provider.

1.6 Device and Technical Information

We may automatically collect technical information including:

• IP address
• Browser type
• Browser version
• Device type
• Device identifiers
• Operating system
• Monitoring agent version
• Screen or device characteristics
• Language preferences
• Referring URLs
• Page visits
• Login timestamps
• Feature interactions
• Request identifiers
• Error logs
• Security logs
• Approximate location derived from IP address

This information helps us operate, secure, analyze, troubleshoot, and improve Monicrew.

1.7 Information You Provide Voluntarily

You may voluntarily provide additional information when you:

• Contact customer support
• Submit a contact form
• Request a demonstration
• Participate in a survey
• Send us feedback
• Report a technical problem
• Communicate through email
• Submit feature requests
• Participate in promotional or research activities

We use such information for the purpose for which it was provided.

2. Phone Number Collection

2.1 Collection and Purpose

If Monicrew requests a phone number, it may be used for purposes such as:

• Account verification
• Security verification
• Two-factor authentication
• Customer support
• Account recovery
• Fraud prevention
• Service-related communications

Where consent is legally required before sending SMS communications, we will request appropriate consent.

2.2 SMS Service Providers

Monicrew may use third-party communications providers to deliver authentication codes or other authorized messages.

Such providers are permitted to process information only as necessary to deliver the relevant service.

Monicrew does not sell phone numbers for advertising purposes.

2.3 Opting Out

Where non-essential SMS communications are offered, users may opt out using the instructions included in those messages or by contacting Monicrew support.

Essential authentication or security communications may still be required when necessary to provide requested account functionality.

3. Collection of Personal Information

3.1 Information Provided by You

We collect information that you provide when you:

• Create an account
• Subscribe to a plan
• Update your profile
• Install or configure a monitoring agent
• Import employee records
• Upload CSV files
• Connect supported integrations
• Create projects and tasks
• Contact customer support
• Complete website forms

You are responsible for ensuring that information you provide is accurate and that you are legally permitted to provide personal information relating to other individuals.

3.2 Information From Third Parties

Monicrew may receive limited information from third-party platforms when you intentionally connect them to your account.

Examples may include:

• Google
• Gmail
• Google Sheets
• Email service providers
• Authentication providers
• Payment providers
• Email verification providers
• Other integrations supported by Monicrew

The information received depends on the permissions you authorize.

3.3 Information Collected Automatically

When you visit or use Monicrew, certain information may be collected automatically.

This may include:

• IP address
• Device characteristics
• Browser information
• Operating system
• Language
• Referring page
• Pages accessed
• Login activity
• Usage timestamps
• Feature usage
• Technical logs

This information is primarily used for security, service operation, diagnostics, analytics, and improvement.

3.4 Information Processed by Customers

Monicrew customers may upload or process personal information relating to their own employees, workers, contractors, and other personnel.

For such information, the Monicrew customer generally determines:

• What information is collected
• Why it is collected
• Who the processing applies to
• How long it should be retained
• What legal basis applies to the processing

Monicrew acts as a service provider or processor for this information where applicable.

Customers are responsible for complying with applicable privacy, employment, and workplace monitoring laws.

4. Google Account Information

Monicrew may allow users to authenticate using Google or connect a Google account for supported directory and sign-in functionality.

Depending on the features you authorize, Monicrew may receive or process information such as:

• Google account identifier
• Name
• Email address
• Profile picture
• Authorization tokens
• Directory and profile permissions
• Basic profile information

If you connect Google Workspace for single sign-on or directory sync, Monicrew may request only the permissions necessary to provide that functionality.

Monicrew does not use Google account information for advertising.

Monicrew does not sell Google user data.

Access is limited to the functionality the user authorizes.

Users may revoke Monicrew's access through their Monicrew settings or their Google Account permissions.

Monicrew's use and transfer of information received from Google APIs will comply with applicable Google API Services User Data requirements.

5. Monitoring Agents and Connected Devices

Customers may install the Monicrew agent on devices used for work in order to enable time tracking and the monitoring features they have selected.

We may process:

• Device identifier
• Device name and type
• Operating system and version
• Monicrew agent version
• Installation and update status
• Agent configuration
• Connection and sync status
• Session records captured by the agent

The agent only collects the categories of data enabled in the customer’s workspace configuration. Where a module is disabled, the agent does not collect data for it.

Sessions captured while a device is offline are stored locally on that device and synchronised when a connection is available.

Administrators may disconnect a device at any time. Uninstalling the agent stops all collection from that device.

6. Activity and Application Monitoring

Monicrew may provide activity monitoring functionality. Depending on the features enabled by the customer, this may include:

• Active application names
• Visited website domains
• Time spent per application or domain
• Activity categories assigned to those applications and domains
• Aggregate keyboard and mouse activity levels
• Idle periods and transitions
• Reasons an employee assigns to an idle period
• Derived productivity scores

Applications and domains are classified by the customer, and classifications can be set per role so that the same tool is scored appropriately for different kinds of work.

Monicrew does not record the content of documents, messages, or keystrokes, and does not capture microphone or camera input.

Activity measurement can be affected by:

• Work performed away from the device
• Meetings, calls, and reading on paper
• Assistive and accessibility technologies
• Applications that report window information inconsistently
• Virtual machines and remote desktop sessions
• Network and synchronisation delays

As a result, activity statistics indicate patterns of device use and should not be treated as a complete or definitive measure of an individual’s work or performance.

7. Screenshots and Screen Capture

Where a customer enables the screenshot module, Monicrew may capture periodic images of a monitored device’s screen during tracked working time.

Depending on the configuration selected by the customer, this may include:

• Capture interval and frequency
• Blur level applied to captures
• The timestamp and session associated with each capture
• The device and user the capture relates to
• Any note recorded when a capture is deleted

The screenshot module is optional. It can be disabled for the entire workspace, for a team, or for an individual.

Where the module is enabled, employees can view the captures taken from their own device and may delete a capture, optionally recording a reason.

Captures are not taken while tracking is stopped. Customers are responsible for configuring the module lawfully and for informing the people it applies to.

8. Attendance, Shift and Leave Data

Where a customer uses the human resources features of Monicrew, we may process information relating to working patterns and absence.

This may include:

• Attendance and clock-in records
• Scheduled shifts and rosters
• Shift adherence
• Overtime records
• Leave and absence requests
• Leave balances and entitlements
• Approval decisions and the approver
• Public holiday and work calendar settings
• Payroll export records

This information is controlled by the customer, who determines the working patterns, entitlements, and approval processes that apply to their organization.

Monicrew does not make employment decisions. Approvals, adjustments, and any consequences arising from this information are determined by the customer.

9. How We Use Personal Information

Monicrew may process information for the following purposes:

• Providing the Monicrew platform
• Creating user accounts
• Authenticating users
• Sending account verification emails
• Recovering accounts
• Connecting devices and agents
• Recording tracked time
• Managing shifts and rosters
• Processing leave requests
• Managing employee records
• Importing workforce data
• Producing productivity and utilisation reports
• Applying monitoring configuration and module settings
• Reconciling offline tracking data
• Providing screenshot functionality where enabled
• Providing attendance and leave management
• Processing payments
• Managing subscriptions
• Providing customer support
• Diagnosing technical problems
• Improving product functionality
• Monitoring platform reliability
• Preventing fraud
• Preventing unauthorized account access
• Enforcing our Terms
• Complying with legal obligations
• Protecting Monicrew, our customers, and third parties

10. Legal Bases for Processing

Where laws such as the GDPR require a legal basis, Monicrew may rely on one or more of the following:

10.1 Contractual Necessity

We process information when necessary to provide the Services requested under our agreement with you.

For example, we need an email address to create and maintain your account.

10.2 Consent

We may process information based on your consent where appropriate.

You may withdraw consent where applicable.

Withdrawal does not affect processing that occurred lawfully before consent was withdrawn.

10.3 Legitimate Interests

We may process information where necessary for legitimate business interests, including:

• Securing Monicrew
• Preventing fraud
• Improving functionality
• Understanding platform performance
• Providing customer support
• Protecting our legal rights

We consider applicable privacy rights when relying on legitimate interests.

10.4 Legal Obligations

We may process information when necessary to comply with:

• Applicable laws
• Court orders
• Regulatory obligations
• Tax requirements
• Financial record requirements
• Lawful governmental requests

11. Business Purposes for Data Processing

Monicrew may process information to:

• Operate the platform
• Improve availability and performance
• Create and maintain accounts
• Process subscriptions
• Manage billing
• Provide integrations
• Improve reporting accuracy
• Provide workforce analytics
• Develop new functionality
• Test new features
• Customize user experience
• Deliver customer support
• Respond to user requests
• Communicate service updates
• Send security alerts
• Notify users of policy changes
• Detect fraudulent activity
• Prevent abuse
• Protect platform infrastructure
• Enforce agreements
• Resolve disputes
• Meet regulatory requirements

12. Sharing of Personal Information

We may share information with service providers necessary to operate Monicrew.

These may include companies providing:

• Cloud hosting
• Database services
• Authentication
• Report delivery
• Data processing infrastructure
• Payment processing
• Screen capture storage
• Security monitoring
• Error monitoring
• Analytics
• Customer support
• Infrastructure management
• Directory and single sign-on integrations
• Other user-authorized integrations

Service providers are expected to use personal information only as necessary to provide their contracted services.

Monicrew does not sell workforce records or monitoring data.

13. Third-Party Services

Third-party services integrated with Monicrew operate under their own privacy policies and terms.

Examples may include:

• Google
• Gmail
• Google Sheets
• Payment processors
• Transactional email providers for account notifications
• Security monitoring services
• Hosting providers
• Analytics services

Monicrew is not responsible for the independent privacy practices of third-party platforms.

Users should review those providers' privacy policies before enabling integrations.

14. International Data Transfers

Monicrew's infrastructure and service providers may operate in different countries.

As a result, personal information may be stored or processed outside the country in which you live.

Privacy and data protection laws may differ between jurisdictions.

Where required, Monicrew will use appropriate measures designed to protect transferred personal information, which may include:

• Contractual safeguards
• Standard contractual clauses
• Data-processing agreements
• Security controls
• Other legally recognized transfer mechanisms

15. Information Security

Monicrew applies technical and organizational safeguards designed to protect information from:

• Unauthorized access
• Unauthorized disclosure
• Modification
• Loss
• Misuse
• Destruction
• Account compromise
• Security measures may include:
• HTTPS encryption
• Encryption in transit
• Password hashing
• Access controls
• Authentication controls
• Tenant separation
• Restricted administrative access
• Monitoring
• Security logs
• Infrastructure protections
• Backup procedures
• Vulnerability testing
• Software security updates

Despite our security measures, no internet service can guarantee absolute security.

Users are responsible for keeping their login credentials secure.

If you believe your account has been compromised, contact Monicrew immediately.

16. Marketing Communications

Where legally permitted, Monicrew may send users:

• Product news
• Educational content
• Feature announcements
• Promotional communications
• Company updates

Users can unsubscribe from optional marketing emails using the unsubscribe option contained in the message.

Even after unsubscribing from marketing communications, we may continue to send essential messages such as:

• Account verification
• Password reset
• Security warnings
• Billing notices
• Service notifications
• Changes affecting your account

17. Cookies and Tracking Technologies

Monicrew may use cookies and similar technologies to operate and improve the website and application.

Cookies are small files stored on a device or browser.

17.1 Essential Cookies

Essential cookies may support:

• Authentication
• Account login
• Security
• Session management
• Fraud prevention

Disabling these cookies may prevent parts of Monicrew from functioning correctly.

17.2 Functional Cookies

Functional cookies may remember:

• Preferences
• Interface settings
• Selected theme
• Language
• Session preferences

17.3 Analytics Cookies

Analytics technologies may help us understand:

• Website traffic
• Page usage
• Feature adoption
• Technical performance
• User interactions

Where consent is legally required for such technologies, Monicrew will request it.

18. Do Not Track and Global Privacy Controls

Some browsers offer "Do Not Track" signals.

Because there is not always a consistent technical or legal standard governing these signals, Monicrew may not respond to all Do Not Track requests.

Where applicable law requires recognition of supported privacy preference signals, including Global Privacy Control, Monicrew will process them as required.

19. Privacy Rights

Depending on your jurisdiction, you may have some or all of the following rights.

19.1 Access

You may request information about the personal data Monicrew holds about you.

19.2 Correction

You may request correction of inaccurate or incomplete personal information.

Certain information may also be updated directly through your account settings.

19.3 Deletion

You may request deletion of personal information subject to applicable legal, security, contractual, and retention requirements.

19.4 Withdrawal of Consent

Where processing is based on consent, you may withdraw consent.

19.5 Data Portability

Where applicable, you may request a copy of certain personal information in a structured and machine-readable format.

19.6 Objection

You may object to certain processing, including direct marketing, where applicable.

19.7 Restriction

You may request restriction of certain processing where provided by applicable law.

19.8 Complaint

You may have the right to lodge a complaint with the applicable privacy or data protection authority.

Privacy requests may be submitted to:

privacy@monicrew.com

We may request information necessary to verify your identity before processing a request.

20. EU and UK Data Subject Rights

Individuals protected by the GDPR, UK GDPR, or similar laws may have rights including:

• Access
• Rectification
• Erasure
• Restriction of processing
• Data portability
• Objection
• Withdrawal of consent
• Complaint to a supervisory authority

Monicrew will process valid requests within applicable legal timeframes.

21. Customer Responsibilities

Monicrew provides workforce monitoring and time tracking technology.

Customers are responsible for ensuring that their monitoring and processing activities comply with applicable laws.

Depending on where their personnel are located, these laws may include:

• GDPR
• UK GDPR
• Working time regulations
• CCPA/CPRA
• Employment and labour laws
• Workplace monitoring rules
• Privacy regulations
• Works council and employee consultation requirements

Before enabling monitoring for an individual, customers are responsible for ensuring they have an appropriate legal basis and have given any notice required.

Customers must not use Monicrew for:

• Unlawful or covert surveillance
• Monitoring individuals without lawful basis
• Fraud
• Malware distribution
• Harassment
• Deceptive or concealed monitoring
• Unauthorized collection of personal data
• Unlawful profiling
• Other prohibited activities

22. Employee Transparency and Monitoring Notices

Monitoring functionality is provided to customers on the basis that the people subject to it have been informed as their local law requires.

Customers are responsible for:

• Informing employees and workers before monitoring begins
• Explaining which modules are enabled and what each one collects
• Explaining who within the organization can access the data
• Consulting works councils or employee representatives where required
• Completing any impact assessment their law requires
• Ensuring monitoring remains proportionate to a legitimate purpose

Monicrew provides features intended to support transparency, including an employee-facing view of a person’s own tracked time and activity, employee-recorded reasons for idle periods, and the ability to disable individual modules per team or per person.

Monicrew does not provide a covert or hidden monitoring mode, and the agent is visible on the devices it is installed on.

Where an individual believes they are being monitored without appropriate notice, they should contact their employer in the first instance, as the employer determines the purpose and scope of the processing.

23. Data Retention

Monicrew retains information only for as long as reasonably necessary for the purposes for which it was collected.

Factors considered may include:

• Duration of the customer relationship
• Account status
• Type of information
• Security requirements
• Contractual requirements
• Legal obligations
• Financial record requirements
• Fraud prevention
• Backup retention

When an account is deleted, Monicrew may delete or anonymize associated information after an appropriate retention period.

Certain information may remain temporarily in secure backups.

Information required for legal, security, tax, fraud-prevention, or dispute-resolution purposes may be retained longer where permitted.

24. Account Deletion

Users may request closure or deletion of their Monicrew account.

Before deletion, users should export information they want to retain.

Following deletion:

• Account access may be removed
• Connected agents may be disconnected
• Active tracking may stop
• Workforce data may be deleted according to retention procedures
• Certain records may remain where required by law or legitimate security purposes

25. Business Transfers

If Monicrew is involved in:

• A merger
• Acquisition
• Corporate restructuring
• Financing transaction
• Sale of assets
• Insolvency proceeding
• Transfer of business ownership

personal information may be transferred as part of that transaction.

Where required by law, affected users will be informed of material changes concerning the handling of their information.

26. Legal Disclosures

Monicrew may disclose information when reasonably necessary to:

• Comply with applicable law
• Respond to valid legal proceedings
• Respond to lawful government requests
• Enforce our agreements
• Investigate suspected fraud
• Protect our infrastructure
• Protect the safety of users
• Defend our legal rights
• Prevent illegal activity

Where legally permitted and appropriate, we may notify affected users before responding to legal demands.

27. Children's Information

Monicrew is designed for businesses and professional users and is not intended for children.

We do not knowingly collect personal information from children in violation of applicable laws.

If you believe that a child has provided personal information to Monicrew improperly, contact us so we can review and, where appropriate, remove the information.

28. Data Breaches

If Monicrew becomes aware of a security incident involving personal information, we will investigate and respond appropriately.

Where required by law, we may notify:

• Affected customers
• Affected users
• Regulators
• Data protection authorities
• Other legally required parties

Notifications will be made within applicable legal requirements.

29. Online Privacy Policy

This Privacy Policy primarily applies to personal information processed through:

• monicrew.com
• The Monicrew application
• Monicrew-related web applications
• Monicrew account services
• Monicrew customer-support channels
• Monicrew-connected services

Additional notices may apply to specific products or processing activities.

30. Changes to This Privacy Policy

Monicrew may update this Privacy Policy periodically as:

• Our Services change
• New features are introduced
• Service providers change
• Privacy laws evolve
• Security practices improve
• Business operations change

The latest version will display an updated "Last Updated" date.

For material changes, we may provide additional notice through:

• Email
• Account notifications
• Website notices
• Application notifications

Continued use of Monicrew following the effective date of an updated policy will be governed by the updated Privacy Policy, subject to applicable law.

31. Consent

By using Monicrew, you acknowledge that you have read this Privacy Policy.

Where consent is the lawful basis for a particular processing activity, Monicrew will obtain consent as required by applicable law.

Your use of Monicrew is also subject to our Terms and Conditions, Acceptable Use Policy, and any other applicable agreements.

32. Contact Us

For questions regarding this Privacy Policy or Monicrew's handling of personal information, contact:

• General Support:
• support@monicrew.com
• Privacy Requests:
• privacy@monicrew.com
• Security Reports:
• security@monicrew.com
• Phone Number: +1 364 3659096