Worker Transparency Notice

This notice explains, in clear and practical terms, how ZoikoTime may process workforce-related information when an organization uses ZoikoTime for workforce assurance, time verification, performance intelligence, and related purposes.

This notice is designed as a worker-facing transparency document. It should be provided by your employer alongside their own workplace privacy notice, internal monitoring policy, and any works council materials. It is intended to help you understand your rights and how your data may be used.

1. Purpose of this Notice

This Worker Transparency Notice explains, in clear and practical terms, how ZoikoTime may process workforce-related information when an organization uses ZoikoTime for workforce assurance, time verification, performance intelligence, and related purposes.

It is intended to help workers understand what may be collected, why it may be collected, how insights may be generated, what choices and rights may apply, and how to raise questions or concerns. This notice is not a substitute for your employer's own policies or legal advice applicable to your specific situation.

2. Who Provides ZoikoTime and Who Controls the Data

ZoikoTime is a platform of Zoiko Tech Inc. For most workforce data processed inside a customer workspace, the customer organization is the controller or business that decides the purposes and means of processing. Zoiko Tech Inc. generally processes that data as a processor or service provider, acting under the customer's instructions and the Data Processing Addendum.

ZoikoTime may act as an independent controller for limited information relating to platform administration, security, billing, customer account management, product support, fraud prevention, and legal compliance.

4. Important Transparency Principle

ZoikoTime is designed to support accountable workforce operations, not covert surveillance. Customer organizations are responsible for informing workers before deployment, configuring ZoikoTime in a lawful, proportionate, and transparent manner, and ensuring workers can understand how their data is used.

ZoikoTime is designed to provide configurable controls, worker transparency features, audit logs, role-based access restrictions, policy settings, and evidence records so that customer organizations can demonstrate accountability and workers can access relevant information about how their data is used.

5. What Information May Be Processed

The specific data processed depends on the customer's configuration, plan, jurisdiction, integrations, and internal policies. ZoikoTime may process the following categories of information where enabled by the customer organization:

Identity and account data: Name, work email, employee ID, job role, work location, organizational unit, and related identifying information
Time and attendance data: Session start/end times, total hours, break records, attendance patterns, and scheduling data
Work activity signals: Active vs. idle states, application context (work-relevant), keyboard and mouse activity indicators (aggregate, not keystroke content), and work-object metadata
Work-state classifications: Automated and manual classifications of work state, activity confidence scores, productivity context, and policy compliance flags
Screenshots (where enabled): Periodic or activity-triggered screenshots of the work screen, subject to applicable notices, frequency settings, privacy protections, and jurisdiction- specific requirements
Project and task metadata: Time allocation to projects, tasks, clients, and work objects where integrated with project management or billing systems
Device and technical data: Device type, operating system, browser, IP address (for session integrity and security purposes), and application context
Policy and audit records: Policy compliance status, anomaly flags, manual edit records, approval logs, and chain-of-custody evidence

6. Information ZoikoTime Does Not Intend to Collect

Unless separately enabled, integrated, or supplied by the customer, ZoikoTime is not designed to collect:

Private consumer browsing history unrelated to work
Personal passwords or private communications (emails, personal messages, consumer apps)
Biometric templates such as facial geometry, fingerprints, or voiceprints
Audio or video recordings of workers in personal contexts
Private files, personal photos, or off-device data
Personal activity on personal devices outside working hours when not in ZoikoTime's approved work context

Workers should follow customer instructions on separating work systems from personal systems and on approved use of work devices and software.

8. Monitoring, Screenshots, and Proportionality

ZoikoTime may support monitoring-related features, including activity metadata, work-state classification, idle detection, screenshot capture, policy flags, and audit logs. Customers should use monitoring features only where lawful, necessary, proportionate, transparent, and consistent with local employment, labor, privacy, data protection, human rights, works council, collective bargaining, and worker consultation requirements.

Where screenshot functionality is used, customer organizations should consider privacy- preserving settings such as limited frequency, work-hours-only capture, restricted application scope, redaction, blurring, and restricted access to images. Workers are entitled to know whether screenshots are enabled, the frequency and scope, and who can access them.

9. AI and Automated Insights

ZoikoTime may use rules, analytics, machine learning, and AI-assisted models to classify work states, detect anomalies, generate insights, identify records requiring review, summarize activity, calculate confidence indicators, and support reporting and evidence packaging.

ZoikoTime outputs should not be treated as a sole, final, or infallible basis for disciplinary action, termination, demotion, pay denial, adverse employment decisions, or legally significant decisions. Customers are required to provide meaningful human review before taking action based on ZoikoTime AI outputs.

Where applicable, customers are responsible for complying with laws governing automated employment decision tools, AI transparency, worker consultation, human review, bias assessment, impact assessments, and right-to-explanation obligations.

11. Worker Rights and Choices

Depending on your location and applicable law, you may have rights regarding your personal information processed through ZoikoTime. These may include:

Right of access: To request information about the data held about you, how it is used, and who can see it
Right to rectification: To request correction of inaccurate or incomplete records
Right to erasure: To request deletion of your data where it is no longer lawfully required
Right to restriction: To ask that processing be limited in certain circumstances
Right to portability: To receive your data in a structured, machine-readable format in some contexts
Right to object: To object to processing based on legitimate interests
Rights related to automated decision- making: To seek human review, challenge outcomes, or obtain an explanation of automated assessments that significantly affect you

Workers should first contact their employer or engaging organization for workforce data rights requests, because the customer organization generally controls workforce data inside ZoikoTime. ZoikoTime will assist customer organizations in responding to requests as described in the Data Processing Addendum.

12. Disputes, Corrections, and Human Review

Workers should have a reasonable way to question, explain, or dispute records that appear inaccurate, incomplete, misleading, or out of context. Customer organizations should define the internal route for raising concerns, the correction process, and the appeal or escalation path if concerns are not resolved.

ZoikoTime may support audit trails for manual edits, correction notes, reviewer identity, timestamps, policy versions, supporting evidence, and status changes. Customer organizations should not delete or suppress original records in a way that prevents reconstruction of how decisions were made.

17. Works Councils, Unions, and Employee Representatives

In jurisdictions requiring consultation, negotiation, information-sharing, or approval from works councils, unions, employee representatives, or labor authorities before deploying workplace monitoring systems or AI-assisted management tools, the customer organization is responsible for completing those processes before deployment.

ZoikoTime may provide product documentation, configuration summaries, security descriptions, data maps, and worker-facing explanatory materials to support customer compliance, but the customer remains responsible for the consultation process, its outcome, and any required agreements or approvals.

Contact ZoikoTime

For questions about this document or your legal rights:

1401 21st Street, Suite R, Sacramento, CA 95811, USA

European HQ: 67-69 Great Portland Street, 5th Floor, London W1W 5PF, UK