Data Protection Policy

In accordance with the requirements of Article 13 of the GDPR.

We draw the attention of Data Controllers to the need to define more precisely each data management circumstance, such as:
  • If the data manager has appointed a data protection officer, they shall also indicate their contact information in the Privacy Policy.
  • If the data manager specifies the purpose of the data processing, then obviously the information must be reflected in the Privacy Policy.
  • If the data manager defines more clearly the legitimate interest in using the JC360 service, then this should be included in the Privacy Policy.
  • If the data manager uses the JC360 to decide which measurements to set, they are aware of what personal data is covered by the data management and needs to adjust the scope of the data to suit their actual practice.
  • The duration of data management should also be specified by the data manager, the general wording (what is the default setting) does not give a clear answer as to how long the data will actually be stored.

 

Name of data manager:

JobCTRL Inc.
Hungary, xxxx xxxxxxxxxx, xxxxxxxxxxxxx

Purpose of data management:

The purpose of data management is to improve organizational efficiency.

Data management is only and exclusively related to the business data generated during the work.

Legal basis for data management:

The legal basis for data management is Article 6 (1) (f) of the GDPR, the legitimate interest of the employer.

Scope of data processed:

Data collection related to JC360 service IT support is performed only in an on and off state.

Data collection related to JC360 service IT support can be controlled (enabled / disabled) at an organizational / group / employee level. The following list describes the full set of options that may be different (less) from the custom organizational setting.

The JC360 PC Client can record the following data in working (green) state:

  • Job task selected in JC360 ("Job" by default, but this can be expanded and changed with rules, eg change to "SAP use" task in SAP.exe)
  • The name of the active application (eg explorer.exe) and address bar
  • The value of the URL field in the active window of supported browsers (Internet Explorer, Chrome, Mozilla Firefox)
  • In the supported mail client (Outlook, corporate Gmail, Lotus Notes), the From, Email, Subject, fields
  • For supported office applications (Microsoft Office, Acrobat Reader), name and path of the opened document
  • Computer Usage Intensity Indicator (number of mouse and key activity per minute based on real activity)
  • 30 second sampling of on-screen app images (blurry levels: good / medium / bad / censored) - off by default
  • Individual processing points (eg contract ID, customer ID) if required by the data manager

The JC360 Mobile Client can record the following data in working (green) state:

  • Job task selected in the JC360 mobile application ("Job" by default, but this can be expanded and changed with rules, eg change to "Mail" task in email application)
  • GPS positions
  • Non-private phone numbers (caller / called) and call duration
  • Name of active applications
  • Photos taken manually with the mobile device from the JC360 mobile app with attached notes.
  • Note that can be freely edited or selected from a predefined hierarchical structure,
  • Individual processing points if required by the data manager (eg POI name is stored for GPS based POI determination)

Profiling:

Pursuant to Article 13 (2) (f) of the GDPR, the logic of profiling and its impact on the employee should also be addressed in the Privacy Policy.

The description in the previous section of the Privacy Policy, under the topic of managed data, also properly illustrates the logic of profiling. Adding to this is that subjects have access to the data processed by the JC360 service, giving them a better understanding of how data management works.

The JC360 service has no direct consequence / impact on employment, nor may it directly place the employee at a disadvantage due to JC360 data and analysis.

However, the data and results measured by the JC360 and visible to the employee may be part of the employer's evaluation process and may be used in it, but this is described by the employer in other policies / description of procedures.

Duration of data management:

Collected data is stored by default in the system for 5 years, but can be individually configured at the organizational / group / employee level (in days). The storage period is calculated from the moment of collection, after that, the data is permanently deleted.

Information on the use of a data processor:

Information of the Data Processor used by the Data Manager: JobCTRL Informatikai Kft.; 1118 Budapest, Rétköz st. 7.; registration number: Cg. 01-09-949636; represented by: Ferenc Perjés director; telephone: +36 1 465 8808; e-mail: support@jobctrl.com

JobCTRL performs the following personal data activities for the Manager (employer):

  • configure and fine-tune the system and service according to the objectives of the Data Manager,
  • understanding and evaluating business processes,
  • creating, fine-tuning, benchmarking business performance indicators (KPIs),
  • preparing individual analyzes, reports, examining differences, if required or claimed.

Persons authorized to access the data:

The collected data is stored in a closed system. Access to the data can be controlled by the Data Manager / Employee / Team Leader / Admin authority and can only be accessed through authorized target reports.

Admin controls the admission of target reports, which can be waived by other Admin users. Target reports can be enabled / disabled at the organization / group / employee level.

The employees can see all data about themselves in the authorized target reports. The team leaders can see the details of themselves and their assigned employees in their authorized target reports. Admin can see everyone's data in their authorized target reports.

Information on data security measures:

The Data Manager and the Data Processor shall treat the stored data in accordance with the highest professional standards.

The data processor is ISO27001 certified and complies with the relevant sections of the GDPR Regulation.

Rights and remedies of the Subjects of data management:

Subjects may first issue their complaint to their immediate supervisor or the head of the Data Manager.

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

The rights of the subjects are as follows:

  • Right of access: Based on the GDPR, an employee may request information about data management in connection with them. In this case, the data manager (employer) informs the employee about what personal data is processed about them, for what purpose, the duration of the data processing, the rights related to data processing and the right to file a complaint to National Authority for Data Protection and Freedom of Information. The employee may request a copy of the personal data managed by the data manager. In addition, it is worth noting here that the employee is able to see the data collected by the JC360 service within their own account.
  • Right to Rectification: Although the employee may modify the data collected by the JC360 service within the specified limits, the GDPR provides the opportunity for the employee to request the data manager to modify any personal data.
  • Right to erasure: although an employee may delete certain data collected by the JC360 service within the specified limits, the GDPR provides an option for the employee to request the data manager to delete some personal data.
  • Right to restrict processing if the personal data collected by the JC360 service is inaccurate and up-to-date according to the data subject, the data manager must suspend data processing for the period of time that it verifies the accuracy of the data. If data processing is unlawful (for example, National Authority for Data Protection and Freedom of Information has determined this) and the data subject objects to the deletion of personal data, the data subject is entitled to request that the data collected by the JC360 service be restricted. If the manager no longer needs the data collected by the JC360 service, but the data subject requires it to present, assert or defend legal claims. If the data subject objects to the data manager (employer) employing the JC360 in connection with the data manager, the data manager shall suspend the data collection for this employee for a period of time that he or she investigates whether the arguments raised by the employee override the the legitimate interests of the manager.
  • Right to object: the employee shall have the right to object at any time to data processing related to the JC360 service for reasons related to his or her situation. The data manager then examines the arguments put forward by the employee, ie whether the arguments raised by the employee override the legitimate interests of the data manager.

Data management based on legitimate interest:

Measuring, analyzing and improving organizational efficiency is an inevitable element for market players in our industry. We have done processing so far and our evaluation system was based on them. This processing only makes our measurements and analyzing more complete, accurate and up-to-date, so we can design, develop and process them in a more focused and efficient manner.

The range of data collected can be controlled. In accordance with the principle of data saving, only the data required for the purposes of the targeted reports will be stored for each data subject, and only as long as they are required.

Data is basically used in target reports where we display aggregate business metrics (KPIs).

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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