Monitoring and Workplace Transparency Notice

Exactly what the Projments desktop agent captures while you track time, what it never captures, who can see it, and what you can control.

Effective: 16 August 2026
Last updated: 2 October 2026
Version: 1.3

In short

While your timer is running, the agent captures screenshots of all your screens at the interval your workspace sets, counts key presses and mouse clicks, and records which application is in front — each only as far as your workspace has switched it on.
It never records what you type. Keys are counted, not identified — there is no keylogger in Projments.
Nothing is captured when the timer is stopped. Stopping the timer stops the capture, immediately and completely.

This summary is for orientation only. The sections below are the document that applies.

1. Why this notice exists#

Projments includes a desktop agent that captures screenshots and activity measurements while a person tracks time. Software of that kind should never be a surprise to the person it is pointed at, and in many countries a surprise is also unlawful. This notice is written so an employer can hand it to their team unedited.

It describes what the software does. Whether it is switched on, and for whom, is decided by the organisation that runs your workspace — not by us. See §6 for the duties that come with that decision.

2. What the agent captures#

Capture happens only while your own timer is running against a project or task, and only on the Windows computer running the agent. When you start a timer, a first snapshot is taken straight away and then repeats at the interval your workspace has set — every 10 minutes unless it chose otherwise, and never more often than once a minute — until you stop.

Every connected display is captured, at full resolution, into a single image laid out the way Windows arranges your screens. If that image is larger than the 10 MB upload limit it is re-compressed, and scaled down only as a last resort. After each capture a brief full-screen “Screenshot captured” flash appears on every display — it is never part of the image — and the agent shows you a preview of the last screenshot it took, along with your total tracked time for today.

Each snapshot contains

A screenshot of your screens as they looked at that moment, uploaded and stored against the time session, with its dimensions and file size — blurred before upload if your workspace has switched blurring on.
The number of key presses since the previous snapshot — a count only.
The number of mouse clicks since the previous snapshot — a count only.
An activity percentage derived from that input, or from system idle time where input cannot be counted.
The application in the foreground when the snapshot was taken — its name only, such as “Microsoft Excel”, unless your workspace records window titles too, in which case the title is included, and a title can contain the name of a document or a chat.
When it was taken, and which project, task and time session it belongs to.
Any memo you attached to the timer yourself.

Where the input-counting component cannot load on a machine, the agent says so rather than guessing: the counts are recorded as “not measured” instead of zero, and only an idle-derived activity percentage is sent. A blank count means the machine could not measure it — not that you did nothing.

3. When it is not capturing#

When the timer is stopped. No timer, no capture — including outside working hours, at weekends, and on leave.
When the computer goes to sleep, when you sign out of the agent, or when you quit it. Each of these stops the timer automatically.
While you have paused screenshots, where your workspace allows members to pause. The agent shows a Pause/Resume button while you are tracking.
When the agent is not running, or the machine is off.
On machines without the agent installed. The agent runs on Windows only; the web app and the mobile apps take no screenshots at all.

If there has been no keyboard or mouse input for a while — 10 minutes by default; you can choose 5, 10, 15 or 30 minutes, or switch the prompt off — the agent asks what to do. You can keep the time, stop the timer, or stop it and remove the idle time, in which case the time entry ends when your activity stopped.

4. What your workspace controls#

Workspace owners set the monitoring policy for their workspace under Settings → Snapshots:

Setting	What it governs	Default
Screenshots	Whether screenshots are captured at all. When off, no images are taken but your time is still recorded	On
Interval	How often a snapshot is taken while a timer runs, from 1 to 60 minutes	Every 10 minutes
Cap per hour	An upper bound on screenshots in any rolling hour	Not set
Blur sensitive areas	Blurs the whole captured image before it is uploaded, at low, medium or high strength	Off
Capture active apps	Whether the foreground application is recorded alongside the snapshot. When off, no application is recorded	On
Capture app titles	Whether the window title is recorded as well as the application name	Off
Activity tracking	Whether key presses and clicks are counted at all. When off, no input is counted	On
Allow members to pause	Whether a member gets a Pause/Resume button for screenshots while tracking	Allowed
Retention	How long snapshots are kept before they are deleted automatically; a project can have its own period	30 days

These settings are how your organisation records its monitoring policy, the desktop agent follows each of them, and your owner can change them at any time. If anything you observe differs from your workspace’s policy, raise it with your workspace owner and tell us in our Support Center.

Signing in to the agent never stores your password on the computer. If you choose “Keep me signed in”, the agent keeps a session token encrypted with your Windows user account. Agent sessions expire after 7 days, and changing your password signs the agent out.

5. Who can see it, and for how long#

You can see your own snapshots and activity in the app.
Workspace owners, administrators and members whose role grants access to worklog data can see them for the members they manage.
Our staff access them only when strictly necessary to operate or debug the service, or when your workspace owner asks us to, and such access is logged.
They are stored in encrypted object storage and served through short-lived signed links, never public URLs.
Your workspace sets how long snapshots are kept — 30 days by default, and a project can have its own period. Once a day, snapshots older than that period are deleted automatically, the image and its record together; your recorded working time is not reduced. Deleting the time session, the project or the account removes its snapshots with it, and a workspace owner can ask us to delete snapshots sooner. The full schedule is in the Data Retention Policy.
They are not sold, not shared for advertising, and not used to train any model.

6. If you are the employer#

Enabling monitoring makes you the controller of the resulting data. That is a legal position with obligations attached, and they are yours — we cannot discharge them for you.

Tell people first, in writing. Before you switch anything on. Handing out this notice, with your own retention period and reasons added, is a reasonable way to do it.
Have a lawful basis. In most of Europe consent from an employee is not a valid basis, because the relationship is unequal — you will normally need to demonstrate a legitimate interest, and to document why less intrusive means would not do.
Keep it proportionate. Monitor working time, not people. Blur sensitive areas, lengthen the interval, shorten retention: choose the least intrusive settings that still meet your purpose.
Do not monitor covertly. Secret monitoring of staff is unlawful in many jurisdictions and is a breach of the Terms of Service.
Do not point it at private life. Not at personal devices, not outside working hours, not at anyone who has not been told.
Answer your people. Access, correction and deletion requests about monitoring data come to you, because the records are yours.
Check your local law. Works-council consultation, prior notification of an authority, or an impact assessment may be required before you begin.

7. If you are being monitored#

You are entitled to know that monitoring is happening, what is captured and why. This notice is part of that; your employer owes you the rest.
You can ask your employer for a copy of the monitoring data held about you, and for correction of anything wrong.
You can ask that a snapshot which caught something private be deleted. Your employer decides, and can always delete it.
You can stop the timer at any time. Nothing is captured while it is stopped, and where your workspace allows it you can also pause snapshots during a session.
You can complain to your local data-protection authority if you believe the monitoring is unlawful or disproportionate.
You can raise a request with us in our Support Center. We will tell you what we hold and pass your request to your workspace owner. We will not delete your employer’s business records on your instruction — see Privacy Policy §2 for why.

8. Contact#

Questions about monitoring: our Support Center. See also the Privacy Policy and the Data Retention Policy. This version is 1.3, effective 16 August 2026.