Employee Monitoring Notice (template)

How to use this template: This is a notice that [Customer Name] gives to its own employees. [Customer Name] should review it with its own legal and HR advisors, fill in the [bracketed] details, and adapt it to local law before sharing. Neivan Technology Holdings, LLC provides the tooling; [Customer Name] decides whether and how to use it, and is responsible for the lawfulness of monitoring its own staff.

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A note to you

[Customer Name] uses a tool called Synapse to look at how certain work gets done, so we can find tasks that are repetitive and good candidates to automate. This notice explains, in plain language, what that means for you — what we look at, what we do not, why, and the choices you have.

This is not about watching you, scoring you, or measuring how fast you work. It is about finding the boring, repetitive steps that software could take off your plate.

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1. What we observe

Depending on what you agree to, Synapse may observe work in up to two ways:

1. Cloud activity (the timing of activity, not its contents). For tools we have connected, Synapse can see facts like "a file was edited at a certain time" or "a message was sent at a certain time." It sees the timing and shape of activity — for email, who a message went to, when, and its subject line — but not what a file says or what the body of a message contains.

2. Desktop screen observation (only if installed on your machine and only if you agree). On some machines we may install the Synapse Recorder. When it is on, it can see:

• the title of the app or window you are currently using;
• which on-screen control you interacted with (for example, that a button or field was used); and
• only if a higher setting called "frames" is turned on, screenshots of your screen. These are shrunk down to a small thumbnail before they are sent, which makes most text hard to read — but they are not blanked out or masked, so please assume anything visible on your screen could appear in one. Text we collect outside of screenshots (window titles and labels) is masked — see section 1 above.

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2. What we do NOT do

To be clear, we do not:

• watch you secretly — the Recorder only runs after you agree, and you can see what it captures;
• record what you type (it notes that you used a control, not the characters you entered);
• read the contents of your files or the bodies of your messages; or
• use any of this to score, rank, or judge you as an individual.

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3. Why we do this

The only purpose is to find repetitive tasks that we can automate for you and the team — so people spend less time on routine steps and more on the work that matters. The information is analyzed to spot patterns that software could handle, and that is it.

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4. This is your choice

• Taking part is voluntary and consent-based. Nothing is captured until you say yes.
• You can decline, and you can withdraw your consent later at any time. If you withdraw, future capture stops for you.
• You can do this through the in-app gate in Synapse or by contacting [Customer Contact / HR Contact].
• Choosing not to take part will not be held against you. [Customer Name to confirm and state its own non-retaliation commitment.]

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5. What happens to the information

• Some of the activity we observe may be analyzed by a third-party AI service (via a secure API) to help spot tasks worth automating. That information is not used to train those AI providers' models.
• We keep observed information only for a set retention period and then delete or de-identify it. [Customer Name to insert its retention period, for example [retention period].]
• Access is limited to authorized people at [Customer Name] and to the service provider acting on our instructions to run and support the tool. Access is logged.

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6. Your rights and who to contact

Depending on where you are, you may have rights to see, correct, delete, or restrict the information we hold about you, and to object to monitoring. You may also have rights under local employee-monitoring and recording laws.

To exercise any of these rights, or to ask a question or raise a concern, contact:

• [Customer Name] — [Privacy / HR Contact Name], [contact email], [contact phone]

[Customer Name] is responsible for this monitoring and for answering your questions about it.

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7. Consent acknowledgment

Please read and complete this block.

I have read and understood this notice. I understand:

• what Synapse observes and what it does not collect;
• that the purpose is to find repetitive tasks to automate, not to score or surveil me;
• that taking part is voluntary and that I may decline or withdraw consent at any time; and
• how my information is kept, used, and deleted, and who to contact.

I consent to the observation described above: ☐ Yes ☐ No

(If desktop screen observation applies) I consent to the Synapse Recorder on my machine: ☐ Yes ☐ No And to the higher "frames" screenshot setting: ☐ Yes ☐ No

Name: ______________________________

Signature: __________________________ Date: ______________

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Template provided by Neivan Technology Holdings, LLC. [Customer Name] should review it with its own legal and HR advisors before use. Questions about the Synapse tool itself may be sent to [email protected].