Data Protection Policy

Details and contact data of Controller:

JobCTRL Inc.
Hungary, xxxx xxxxxxxxxx, xxxxxxxxxxxxx

Contact details of the data protection officer, if any:

Attila Vadász
registrator@jobctrl.com

The relevant legitimate interest, in case of processing based on legitimate interest:

The purpose of processing is to analyse and develop business efficiency. The activities involved in analysis and development form the basis of the activity performed by the profit-making organisation, therefore high level of efficiency is essential in the market environment, it is almost vital for the operation of the Organisation. Without continuously analysing and developing efficiency the organisation can turn into losses and go bankrupt.

The relevant legitimate interest, in case of processing based on legitimate interest:

JobCTRL Informatikai Kft.; 1118 Budapest, Rétköz u. 7.; company registration number: Cg. 01-09-949636; represented by: Perjés Ferenc managing director; phone: +36 1 465 8808; e-mail: support@jobctrl.com

If the data are transferred to a country outside the EU, the fact that such transfer is performed and the description of the guarantees ensuring the protection of personal data:

No such data transfer is performed as the server of JobCTRL is located in Hungary.

Duration of storage of the personal data, or if it is not possible, the considerations based on which the storage period is determined.

The Company stores the data record for maximum 5 years, from the date when the data are generated. The data may be deleted earlier, if no longer required by the purpose of processing.

Providing information to the data subject about his or her rights to request access to and rectification or erasure of personal data or restriction of processing concerning the data subject and the right to object to processing as well as the right to data portability:

Data subject is entitled to request access to and rectification or erasure of personal data or restriction of processing concerning the data subject and may also object to processing and has the right to require the data concerning him or her (data portability).

Providing information about the right of withdrawal if processing is based on consent.

In this case it is not relevant as data controlling is not subject to consent.

The right to submit a complaint to the supervisory authority (in Hungary: Hungarian National Authority for Data Protection and Freedom of Information):

Supervisory authority: Hungarian National Authority for Data Protection and Freedom of Information (1125 Budapest Szilágyi Erzsébet fasor 22/c.).

Whether the provision of personal data is based on a legislative or contractual obligation, or is a precondition of the conclusion of a contract, whether the data subject is obliged to provide the personal data and what the consequences are if the data are not provided.

With reference to the considerations related to legal basis the application of JobCTRL in relation to the employees is not based on legislation, so this element of information is not relevant. On the other hand, in case of employees whose salaries and other benefits are provided based on the data provided by JobCTRL, the information that JobCTRL is essential for the performance of the employment contract must be provided.

The application of JobCTRL is based on the decision of the employee, it is essential to maintain the internal work order of the employee, consequently the consent is not required, the employee only needs to acknowledge processing. JobCTRL can be switched on and off, but it is not possible to ignore the whole system, it depends on the decision of the employer.

The fact that decision is made automatically, including profiling, and at least in such cases information related to the logic applied, the relevance and potential consequences of such processing on the data subject:

The purpose of processing is to measure and improve efficiency: In this context, measurement goals were set, that are indicated as KPIs, that is, key performance indicators in the system. During the launch of JC360 these KPIs are configured.

JC360 automatically records relevant activities performed during the work to the extent it is necessary for the measurement. Upon demand, the system can record activities performed on computers or mobile devices. In addition, work-related meetings recorded in the calendar and manual records may also be included in the measurement process.

As a first step of the launch, an activation e-mail is sent to set a password and download the appropriate client programme. After logging in, the client programme can be set in “work status” (green icon) or “non-work status” (red or yellow icon). Therefore, the application can be switched off any time, to ensure that private activities are not documented. Switches between the “work” and “non-work” status can be automated either centrally or at user level and the data recorded can also be erased retrospectively to ensure that only the data required for the relevant purposes are collected.

The systems creates real-time analysis of the work documented that can be reviewed in the form of reports. Reports are available to anyone and users can view the data documented in relation to their work. Furthermore, these data are also available to the team leaders and the system administrator. The management primarily use aggregated KPIs for the analysis. The data and analysis are used exclusively within the organisation to analyse and improve efficiency which provides transparent, clear and unambiguous goals and processes both for the organisation and the employees.

How to start

  • The desktop application is an integrated part of JobCTRL® which, in active status, documents work activity and records the active times spent on tasks and projects in order to create reports and detailed analytics about individual and corporate performances.

    If you have not downloaded and installed the desktop application yet then you can do it by choosing Install JobCTRL® applications from the dropdown next to your name on the upper right corner and after selecting the application you prefer.

    You can start or stop the application with a double click (with the left mouse button) on the icon (). (The system considers the IP address at registration as office network so it will show "Working in office" status if any user is connected to the internet from that address. Connection from any other address will be marked as "Working outside the office" status. If you find an error in the statuses shown, we suggest you to doublecheck the IP address settings in the Company networks menu () and modify them if necessary.)

    For your convenience the default setup is automated task generation and automated task switching, which further reduces the manual task administration. As long as the automated task generation and task switching mode is active it overwrites the manual task selection. You can make automated task documentation even more precise with setting up personal rules.

    You can switch off automated task switching mode any time in the Default settings menu () or by CTRL + double click on the desktop application icon (). It enables manual task selection until unlocking this feature the same way.

  • By default we have created a user group with you as the only member.

    To add more co-workers go to the Configure and Manage/Users, user groups settings/User accounts (). Here you can add more users in two ways: add them one by one by clicking on the new user icon or you can upload a complete group or organization with the downloadable Excel template.

    In the user hierarchy you can also move user groups and users in the batch with the "Mass move" icon.

  • All registered work is always linked to a specific task. So for accurate work administration you have to create the tasks that the users can work on in the Configure and Manage/Project, task/General data () menu. By default we have created 5 tasks (Administration, E-mail handling, JC360 Administration, Meeting, Break) from which you can already choose to register your work. When you create more new projects or tasks add its period, priority, target cost and estimated time.

    At the same time of adding new projects or tasks in the pop-up you can also assign them to your coworkers at the "Project members" or in the "Assignment" section.

  • You can achieve maximum accuracy in documenting work time with the automated task switch and logout features. You can easily set up automated rules with keywords in the Keyword based rules () menu.

    The system is capable to recognize keywords in the To, From or Subject line of the emails, in the title or the process name of the active applications, in the address bar (URL) of the browser or in Office document file names and file paths.

    Task switching rules apply to all users assigned to the tasks, while logout rules can be assigned to individual users, as well.

  • If you need to find out which of your coworkers are active, who are in the office or where the mobile users are then select the Real-time activity () menu. On this page you can see the continually updated statuses of users, including work locations (office, home or mobile position) and the latest daily work time statistics, the progress of their tasks, their work documented with the mobile application and the documented screenshots connected to their work on the computer.

    You can apply filters to focus only for a selected group of users or activity data.

  • In the Dashboard menu you can get a real time insight to the reports you’re the most interested in.

    You can see the following informations on the widgets: activities of the employees, their worktime of the previous days, their application usage and internet browsing. You can check their worktime balance and productive worktime on computer.

    As from the Reports menu, you can download the reports from here as well. You can add your favorite reports to your dashboard besides the default widgets.

  • On the Analyze and improve/Reports () page we have collected a variety of report templates to create your own statistics from the vast amount of work data collected by the applications. The reports are arranged into four groups according to their contents: Primary data reports, Activity reports, Aggregate business reports, Executive reports.

    You can save any of your customized report settings by adding them to your Favourite reports. You can also set up automated delivery for your favourite reports. This way you can access the latest statistics also from your mailbox in accordance with your report delivery settings.

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