Privacy & Data Policy
This notice explains how the EcomHutsy Team Monitoring product may collect, process, store, and present workforce activity data inside an authorized organization workspace. It supplements the general website Privacy Policy and applies specifically to this product.
Last updated: September 10, 2026
1. Purpose of monitoring
Team Monitoring is designed to help organizations understand duty-time productivity, attendance alignment, workstation activity, and work context. Data is captured to support operational oversight, coaching, compliance with internal policies, and evidence-based review — not for public marketing use.
2. Who controls the data
The customer organization that provisions Team Monitoring is the primary controller of employee and contractor activity data generated in its workspace. EcomHutsy provides the software platform and related infrastructure as a service provider / processor under the organization’s instructions and applicable agreement. Organization administrators decide who may view monitoring data, which modules are enabled, and how long records are retained within product settings.
3. What may be recorded
Depending on the modules enabled by the organization and whether the desktop agent is installed and active, Team Monitoring may process the following categories of information:
- Presence and online status — whether a monitored workstation or session appears online or offline in the portal.
- Attendance signals — portal check-in / check-out events compared with desktop-tracked hours where attendance features are used.
- Activity pulse — time categorized as active (work), idle, or locked during configured duty hours, including session summaries and last-focused window labels where available.
- Screenshots — periodic images of the monitored display(s) captured according to the organization’s interval settings, for evidence and review.
- Web & App usage — names of applications and websites (or page/host identifiers) that were in focus, together with approximate duration of use while the desktop agent is active during duty hours.
- Alerts and operational events — signals such as agent offline, idle thresholds, screenshot capture gaps, or similar rules configured by administrators.
- Communication metadata inside the product — messages, voice notes, and call-related activity initiated through Team Chat when that module is used (content is visible to authorized workspace participants according to product permissions).
- Account and device context — role, branch, reporting relationships, agent install state, monitoring schedule, timezone, and similar configuration fields needed to operate the product.
Web and App tracking is performed by the desktop application while the user is active during duty hours and is independent of portal check-in. If the desktop agent is not installed or not running, screenshot, pulse, and web/app records may be incomplete or unavailable.
4. When recording occurs
Recording and tracking generally follow the organization’s monitoring schedule (duty / branch hours) and module configuration. Outside configured hours, or when monitoring is disabled for a user, capture should not continue under normal product rules. Organizations may set different schedules by branch or policy. Screenshot capture only occurs when screenshot monitoring is enabled and the agent can capture according to the selected interval.
5. Screenshots — how capture works
Administrators can choose a screenshot interval (typically from one minute up to one hour). At each interval during an eligible monitoring window, the desktop agent may capture a screenshot of the active display context and upload or sync it to the organization’s workspace for authorized review in the gallery (for example, “all screenshots” or “this shift” views).
Screenshots are intended as operational evidence of work context. Organizations should inform team members that screenshot monitoring may be active, and should avoid enabling capture in contexts where local law or contract requires consent, notice, or prohibition.
6. How long screenshots and activity data are saved
Retention is organization-configurable. In the product, administrators may set a local retention period in days (for example, a workspace may retain screenshots for a chosen number of days such as 15 days) and related limits such as a maximum screenshot count. When retention limits are reached, older screenshot assets are removed or overwritten according to product rules.
Activity pulse summaries, web/app duration records, attendance events, alerts, and chat history may follow the same workspace retention practices or separate product defaults. Organizations should choose retention periods that match their internal policy, industry requirements, and applicable law, and should not retain monitoring data longer than needed for the stated purpose.
Backups, logs, and support traces held by EcomHutsy infrastructure, if any, are retained only as reasonably necessary for security, continuity, and service operations, then deleted or anonymized according to platform practices.
7. Web & App duration reporting
The Web/App module is designed to show which applications and which websites were used, and for how long, while the desktop agent is active during duty hours. Durations are derived from focus / foreground window and browsing activity signals. Empty states may appear when no eligible usage has been recorded yet for the selected shift, week, or month.
8. Access, roles, and confidentiality
Monitoring data is visible only to users granted access inside the organization’s workspace (for example owners, managers, or other roles assigned by administrators). Organizations are responsible for least-privilege access, periodic access reviews, and protecting login credentials. EcomHutsy personnel do not use customer monitoring content for unrelated purposes and access production data only when required for support, security, or legal obligations under appropriate controls.
9. Security measures
The platform uses industry-standard safeguards appropriate to a business SaaS product, including encrypted transport (HTTPS), access controls, and operational monitoring of the service. No internet-connected system can guarantee absolute security. Organizations should keep the desktop agent updated, use strong authentication, and report suspected unauthorized access promptly.
10. Employee and contractor notice
Because Team Monitoring can capture screenshots and application context, organizations should provide clear notice to monitored individuals, obtain any legally required consents, and align use with employment contracts, workplace policies, and local privacy / labor laws. EcomHutsy does not replace the organization’s legal obligations to its workforce.
11. Sensitive content and prohibited misuse
Monitoring may incidentally include personal or sensitive information that appears on a user’s screen. Organizations should configure schedules and modules thoughtfully, prohibit misuse of monitoring data, and avoid using the product to collect data that is unlawful to capture in their jurisdiction. Do not use Team Monitoring to circumvent banking, health, or other sector-specific privacy rules.
12. International processing
Depending on hosting region and customer location, data may be processed in more than one country. Where required, appropriate transfer safeguards and contractual terms apply between EcomHutsy and the customer organization.
13. Your choices and requests
Individuals who are monitored should generally contact their employer or workspace administrator first for access, correction, deletion, or policy questions about monitoring records. Organization administrators may use product controls to adjust retention, disable modules, or remove access. Privacy requests directed to EcomHutsy about Team Monitoring data will typically be routed to the customer organization that controls the workspace, except where EcomHutsy must respond directly under law.
14. Changes to this notice
We may update this Team Monitoring Privacy & Data Policy as the product evolves. Material changes will be reflected by updating the “Last updated” date on this page. Continued use of the product after an update constitutes notice to administrators of the revised description of processing.
15. Contact
For product privacy questions: contact@ecomhutsy.com · ecomhutsy.com/contact · +1 (979) 258-9678
Related documents: Website Privacy Policy · Terms · Security · Team Monitoring product page