Privacy Policy

Overview

AxiDots Activity Monitor (“AxiDots”, “we”, “our”, “us”) provides software that helps organizations understand and improve workforce productivity. This Privacy Policy explains what information our software collects, how that information is used, how it is protected, and your rights. The policy also explains that, where AxiDots software is installed by an employer or authorized party, that employer or installer is responsible for obtaining any legally required consent from end users (employees or contractors) before using the software.

Scope

This Policy applies to data collected by AxiDots Activity Monitor and related services (the “Service”) whether deployed on-premises, via a managed installation, or as cloud-hosted components. It applies to Administrators (employers, IT teams) who install and manage the Service and to individuals whose devices or sessions are monitored by the Service.

Data We Collect

We collect categories of information needed to deliver productivity analytics while minimizing unnecessary personal detail. Collected information may include:

• Activity & usage data: application/process names, window titles, active/idle time, websites visited (domain-level), application usage durations, document metadata (non-content metadata only), and aggregated productivity scores.
• Device & environment data: operating system, device type, screen resolution, browser, language, platform and device identifiers.
• Technical & connectivity data: IP address (for security and regional analytics), connection type, timestamps, client time, timezone and locale data.
• Behavioral/aggregate metrics: session counts, active minutes, productivity categories and other derived analytics used to summarize team performance.
• Administrative data: account, organization and license identifiers, role and group membership provided by the installer or administrator.
• Optional data: where configured by the administrator, additional fields may be collected (for example, project tags or task IDs). We do not collect personal content such as keystrokes, full-screen screenshots, email or chat contents unless explicitly enabled and disclosed by the installer in compliance with applicable law.

How Data Is Used

• Productivity insights: to generate dashboards, reports and team-level analytics to help organizations identify productivity patterns and operational improvements.
• Operational support: to provide troubleshooting, feature improvements, security monitoring and license management.
• Compliance & security: to detect anomalies, prevent abuse and assist with incident response.
• Aggregate research: to create anonymized and aggregated reports that do not identify individuals.

Legal Basis & Employer Responsibility

When AxiDots software is deployed by an employer or authorized party, that employer acts as the data controller for the employee and is responsible for determining the legal basis for processing personal data in their jurisdiction (e.g., legitimate interest, consent, performance of a contract). AxiDots provides features and documentation to help customers comply with local laws but cannot obtain consent on behalf of the employer.

Important: It is the responsibility of the employer, IT administrator, or the person who installs the software to inform affected individuals, obtain any necessary consents or authorizations, and to configure the Service in compliance with applicable data protection laws (including GDPR, CCPA, and other national/regional regulations). AxiDots recommends transparent notices, published policies, and internal agreements before monitoring is enabled.

Data Minimization & Privacy-by-Design

We design our Service to minimize collection of sensitive personal data and to favor aggregated or pseudonymized outputs for reporting. Administrators can configure retention periods, data visibility and the categories of activity tracked. Where possible we provide controls to exclude or obfuscate personal content.

Data Retention

Data retention is configurable by the organization using the Service. By default, data is retained for a period set by the deploying organization; administrators may configure automated purging. Aggregated and anonymized statistical reports may be retained longer for product improvement and benchmarking.

Sharing & Disclosure

We do not sell personal data. We may share data under limited circumstances:

• With the deploying organization and its authorized users/administrators.
• With service providers, processors and vendors that perform services for AxiDots under contract and only on our instructions.
• When required by law, legal process, or to protect rights and safety (e.g., to respond to a lawful request from public authorities).
• In anonymized, aggregated form for analytics and benchmarking.

Security

We implement reasonable technical, administrative, and physical safeguards to protect data from unauthorized access, alteration, loss or disclosure. Security measures include encryption in transit (TLS), role-based access controls, audit logging, vulnerability management and secure development practices. No system can be guaranteed secure; customers should follow best practices for account and endpoint security.

Access, Correction & Deletion

Individuals may request access to or deletion of their personal data held by a deploying organization. Because AxiDots is typically deployed by organizations which control the data, such requests should be made first to the organization (employer or account administrator). If you need assistance locating the organization’s contact or escalating a request to AxiDots, contact contact@axidots.com and we will assist within the limits of applicable law and contractual obligations.

Third-Party Services & Integrations

The Service may integrate with third-party tools (cloud storage, single sign-on providers, analytics services). Those third parties may collect or process data as controllers or processors. Administrators configure integrations and are responsible for ensuring any third-party use complies with applicable law.

International Data Transfers

Data may be processed in countries outside your own. Where required, we use appropriate safeguards (contractual clauses, approved frameworks) to protect personal data during cross-border transfers. Specific transfer mechanisms depend on the deployment and agreement with the organization using the Service.

Children & Minors

Our Service is not intended for use by minors. If you believe a minor’s data has been collected in error, contact the administrator of the deploying organization or contact@axidots.com.

Changes to This Policy

We may update this Policy from time to time. Material changes will be communicated by posting a revised effective date and, where appropriate, by notifying customers or through product notices. Organizations deploying the Service should review and, if necessary, update their internal notices to end users.

Contact & Complaints

Questions about this Policy, requests for additional information, or complaints may be sent to:

AxiDots Digital Solutions
Email: contact@axidots.com

If your device or account is managed by an employer or administrator, please also contact that organization for user-specific requests (access, correction or deletion).

Acknowledgement

By using AxiDots software as deployed by your organization, you acknowledge that data necessary for productivity analytics and operational support may be collected and processed as described in this Privacy Policy. It is the deploying organization’s responsibility to provide required notices to individuals and to obtain any necessary legal consents before enabling the Service.