Privacy Controls
Privacy Built Into System Design Governed,
Controlled, and Transparent
ZoikoTime enables organisations to manage workforce data responsibly through policy-driven controls, transparent
practices, and alignment with global privacy standards.
ZoikoTime is not a surveillance system. It operates within employer-defined policies and is designed to support lawful, transparent, and accountable workforce management.
Privacy Positioning
Privacy as a System-Level
Requirement
ZoikoTime embeds privacy into system design, ensuring that
data collection, processing, and access are governed by
policy, constrained by purpose, and supported by user rights
— from the first line of code to the final evidence record.
Privacy controls are not a feature set that can be toggled off.
They are architectural requirements that cannot be bypassed
by configuration, individual discretion, or operator policy.
Privacy is enforced through system design, not
dependent on individual discretion.
This means every privacy control has three properties: it is enforced at architecture level; it cannot be bypassed by user or admin action; and it is continuously validated to confirm it is functioning as designed. These are verifiable system properties — not policy statements.
Lawful Basis
Lawful Basis for Data Processing
GDPR and equivalent privacy frameworks require a lawful basis for
every data processing activity. ZoikoTime's default processing
activities and their applicable lawful bases are documented below.
| Processing Purpose | Description | Lawful Basis | Jurisdiction Notes |
|---|---|---|---|
| Workforce verification | Session identity confirmation, confidence scoring, and session integrity monitoring to verify that recorded work reflects genuine, policy-aligned activity | Legitimate interest / Contractual necessity | Legitimate interest assessment (LIA) required in EU/UK — documentation provided |
| Compliance & audit | Evidence generation, chain of custody maintenance, and regulatory record-keeping required for compliance with applicable labour and data law obligations | Legal obligation | Applies across all jurisdictions with mandatory workforce record-keeping requirements |
| Performance insight | Activity-to-outcome mapping and contextual productivity intelligence for workforce management and performance review purposes | Legitimate interest | Requires balancing test — employer interests vs. employee privacy rights. Configurable per jurisdiction. |
| Anomaly detection | Pattern analysis and fraud risk detection to identify manipulation, misrepresentation, and policy violations in workforce activity data | Legitimate interest | Proportionality assessment required — sensitivity configurable by role and risk profile |
| System security | Access logging, session monitoring, and security event detection for the protection of the ZoikoTime system and its data | Legitimate interest | Standard security processing — applicable across all jurisdictions |
Important note: The applicable lawful basis depends on jurisdiction, the employer's specific policies, and applicable regulatory requirements. ZoikoTime provides the framework and documentation — the deploying organisation is responsible for confirming the appropriate lawful basis in their specific legal context with qualified legal counsel.
Roles & Responsibilities
Roles and Responsibilities in Data Use
ZoikoTime operates under a three-party model — clearly defining the
distinct responsibilities of the employer, the ZoikoTime platform, and
the employee or user.
Employer
- ›Defines the policies and governance model that ZoikoTime enforces
- ›Configures system behaviour, thresholds, and sensitivity levels
- ›Determines the applicable lawful basis for processing in their jurisdiction
- ›Responsible for notifying workers of ZoikoTime deployment and usage
ZoikoTime Platform
- ›Enforces the policies defined by the employer — no independent determination of data use
- ›Applies privacy controls at system level — data minimisation, purpose limitation, access restrictions
- ›Maintains system integrity and generates audit-ready evidence records
- ›Provides the technical infrastructure for user rights exercise and transparency
Employee / User
- ›Interacts with ZoikoTime through session recording and the Transparency Center
- ›Retains all applicable privacy rights under their jurisdiction's law
- ›Can view what signals are collected and how their confidence score is calculated
- ›Can exercise data subject rights through defined channels at any time
ZoikoTime does not independently determine how workforce data is used. It enforces policies defined by the organisation — within the bounds of applicable privacy law and ZoikoTime's own privacy architecture requirements.
Data Lifecycle
Data Lifecycle and Control Points
Every stage of the data lifecycle has a defined control, governing policy, and risk mitigation — applied automatically, not selectively.
Collection
Only minimum required signals. No surplus data collection by design.
Validation
Data validated for quality and lawfulness before processing begins.
Processing
Processed only for stated purpose in isolated, controlled environments.
Storage
Encrypted at rest. Access restricted to governance function scope.
Access
Every access event logged. Cross-purpose access prevented systemically.
Retention
Automated retention per law. Deletion certificates provided at end of lifecycle.
Deletion
Secure, verifiable deletion with documented evidence of completion.
Access Model
Who Can Access What
Role-based visibility scoping ensures that data access is proportionate to governance function — no role can access data beyond the scope required for their responsibilities.
| Role | Access Scope | Data Types Accessible | Restrictions |
|---|---|---|---|
| Employee | Own data | Own session records, confidence score history, transparency dashboard — visibility into what is collected about their sessions | Cannot view other workers' data. Cannot modify records. Cannot access confidence score reasoning for other workers. |
| Manager | Team insights | Aggregated team-level performance intelligence, anomaly flags requiring review, and workforce summary metrics for their direct scope | Access scoped to their reporting hierarchy. Cannot access individual session detail beyond what is required for review decisions. |
| HR / Admin | Configurable | System configuration, policy settings, user management, and workforce overview — scope configured by the organisation's governance policy | Configuration access does not include access to individual session detail by default. Must be explicitly scoped per governance policy. |
| Compliance / Audit | Audit-level | Full evidence records, chain of custody, decision logs, and control validation reports — structured for audit, legal, and regulatory review | Read-only access to evidence. Cannot modify records or system configuration. All access logged with full context. |
Data Subject Rights
Exercising Privacy Rights
ZoikoTime supports all applicable data subject rights under GDPR and equivalent frameworks — through structured, documented, and traceable processes.
Right of Access
Individuals can request a copy of all
personal data processed about them —
structured in a human-readable format
with full context about how each data
point was used.
request — processed within 30 days
Right to Correction
Inaccurate personal data can be
corrected through a documented
request process — with correction
evidence maintained as part of the
compliance record.
processed within 30 days
Right to Deletion
Data deletion can be requested where
legally applicable — subject to retention
obligations for compliance and legal
proceedings. Deletion certificates
issued on completion.
processed within 30 days
Right to Restriction
Processing can be restricted in defined
circumstances — such as during a
dispute about accuracy or pending an
objection. Restriction status maintained
in the compliance record.
processing paused pending resolution
Right to Object
Individuals can object to processing
based on legitimate interest in defined
circumstances — objections assessed
against the balancing test and employer
policy with documented outcomes.
documented outcome
Right to Portability
Where applicable, personal data can be
provided in a machine-readable format
— enabling transfer to another
controller in relevant circumstances
under GDPR Article 20.
applicability per request
All data subject rights requests are initiated through defined channels, processed in accordance with policy, logged and tracked for audit purposes, and resolved within regulatory timelines. ZoikoTime provides the infrastructure — the deploying organisation is responsible for managing the rights request process for their workforce.
Compliance
Privacy Framework Alignment
ZoikoTime's privacy architecture is aligned to GDPR, UK GDPR, CCPA, and equivalent global privacy frameworks — providing the documentation evidence that compliance and legal teams require.
| Privacy Requirement | GDPR / UK GDPR | CCPA | ISO 27701 |
|---|---|---|---|
| Data subject rights (access, deletion, portability) | ✓ | ✓ | ✓ |
| Data minimisation — collection limited to stated purpose | ✓ | ✓ | ✓ |
| Transparency — individuals informed of data collection | ✓ | ✓ | ✓ |
| Security of processing — encryption, access controls | ✓ | ✓ | ✓ |
| Lawful basis documentation per processing activity | ✓ | ✓ | ✓ |
| Records of processing activities (Article 30 / equivalent) | ✓ | ✓ | ✓ |
| Cross-border transfer safeguards (SCCs / equivalents) | ✓ | ✓ | ✓ |
| Privacy Impact Assessment (DPIA / PIA) support | ✓ | ✓ | ✓ |
Transparency System
Transparency and Visibility
Privacy without transparency is not sufficient. ZoikoTime provides multiple layers of visibility — for workers, administrators, and governance teams — ensuring that data practices are never opaque.
Transparency Center
Every worker has access to a personal Transparency Center — showing what signals are collected in their sessions, how the confidence score is calculated, and what decisions have been made about their data. Accessible at any time, without requiring a formal request.
Audit Logs
Immutable logs of all data access events, processing decisions, and system actions — providing complete traceability for administrators, compliance teams, and data subject rights responses. All access logged with full context and timestamp.
Data Use Clarity
Clear documentation of what data is collected, why it is collected, how long it is retained, and who can access it — structured for both technical review and plain-language communication to affected individuals.
Privacy Resources
Privacy Documentation & Downloads
Privacy Overview
Complete privacy architecture documentation — controls, principles, and framework alignment — for legal and compliance review.
Data Processing Summary
Structured summary of all processing activities, lawful bases, and retention schedules — formatted for GDPR Article 30 compliance records.
Compliance Documentation
GDPR, UK GDPR, and CCPA alignment evidence — structured for legal due diligence, procurement review, and regulatory audit support.
Privacy Contact
Contact the Privacy Team
Data Protection & Privacy Enquiries
For questions about ZoikoTime's privacy architecture, data processing practices, DPIA support, or general privacy compliance enquiries from organisations evaluating or deploying ZoikoTime.
Data Subject Rights Requests
For individual workers exercising data subject rights — access requests, deletion requests, objections, and corrections are processed through the structured rights request channel with documented outcomes.
Privacy Designed for Trust,
Control, and Compliance
ZoikoTime provides the privacy-by-design architecture, compliance documentation, and user rights infrastructure needed to manage workforce data responsibly — across every jurisdiction, every workforce type, and every governance requirement.