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1. Purpose and scope

This policy explains how Code Inc Solutions (“the Company”) monitors work activity on Company-provided laptops using its internal tool, Team Ak Monitor. It applies to all employees, interns, and contractors who use a Company laptop or Company accounts. The monitoring exists to protect client data, ensure work is carried out on assigned projects, prevent conflicts of interest (including undisclosed parallel work for others), and meet our clients’ security and confidentiality requirements.

2. What may be collected

• Active window information: the name of the application and the title of the window in use, recorded about once a minute.
• Screenshots: the screen may be captured when a window matches categories we flag, such as freelance marketplaces, job boards, online payment services, and email or messaging applications. A screenshot shows whatever is visible on the screen at that moment.
• Live screen viewing: authorised Admin or HR staff may view an employee’s live screen at any time while the device is in use.

Activity logging and screenshots apply only to accounts for which monitoring has been enabled. Live screen viewing is a separate function.

3. What is not collected

Team Ak Monitor does not record keystrokes, passwords, audio, webcam video, clipboard contents, or the contents of files. Certain applications and tools designated by the Company, such as approved work-management and time-tracking software, are excluded from monitoring. The list of excluded applications may be updated by the Company from time to time.

4. Company devices and personal use

Monitoring applies to Company laptops only. Because screenshots and live viewing may capture anything visible on screen, employees should not access personal banking, personal email, or other private accounts on Company devices.

5. Who can access the data

Only authorised Admin and HR personnel can view monitoring data, screenshots, and live screens. Access is used only for the purposes in Section 1. Client data visible in screenshots is treated as confidential under our client agreements.

6. Retention

Activity logs and screenshots are automatically deleted from our servers after 7 days, unless they are needed for an ongoing investigation or required by law.

7. Pausing monitoring

Where monitoring is enabled, employees may pause activity logging and screenshots for 15, 30, or 60 minutes from the Team Ak Monitor tray icon (for example, during a break). Each pause is recorded. Pausing does not affect live screen viewing.

8. Your responsibilities

Employees must not disable, uninstall, bypass, or tamper with Team Ak Monitor. Tampering may lead to disciplinary action.

9. Data protection

We handle this information in accordance with applicable law, including India’s Digital Personal Data Protection Act, 2023. We collect only what is described in this policy, use it for the stated purposes, and keep it secure.

10. Questions and concerns

For questions, correction requests, or complaints about this policy, contact: [name / role], [email address].

11. Changes to this policy

We may update this policy from time to time. The current version will always be available at https://codeincsolutions.com/employee-monitoring-policy, and employees will be informed of material changes.