Screenshots, privacy and how long data is kept

What is collected, and what can you switch off?

Nine switches and three numbers. All of them are in two places.

The three numbers

Settings (/settings) → Workplace policies. Tenant admin only; everyone else sees it read-only.

Field	Range	Default	What it does
Screenshot interval (sec)	30 to 3600	300 (5 min)	How often the desktop tracker captures
Idle threshold (sec)	30 to 3600	180 (3 min)	No input for this long marks the session idle
Data retention (days)	1 to 3650	90	Screenshots and raw activity older than this are deleted

Three fields decide most of what a person will ask you about. The work mode above them is shown as a value, not a field — it cannot be changed after the workspace is created.

Pick the idle threshold for the work, not for the average

3 minutes is right for a queue, where a long gap is real and a team leader should see it. It is wrong for a code review or a design session, where somebody reads for ten minutes and touches nothing. Three of the five industry packs raise it to 10 minutes for exactly that reason.

The nine switches

Productivity rules (/settings/productivity) → Tracking and privacy tab. Tenant admin only.

Two groups. Data collection is what is captured about a person. Tracker behavior is what the desktop app is allowed to do.

Under Data collection, six checkboxes:

Switch	Default	Turning it off means
Record app usage	On	No application record at all. The whole category disappears from every report
Record window titles	On	App names stay, title bar text is dropped before it is saved
Capture screenshots	On	No screenshots are taken or stored
Record which websites people visit (domain only, never the full address)	On	No domain record
Send live working status	On	The Live screen stops showing who is working
Send weekly team figures (no names) to Claude for an AI summary	Off	Nothing leaves the system for the Insights report

Under Tracker behavior, three more, all off by default: start the desktop app at boot, let people pause tracking, and allow untasked background time to be billable.

Every one of these is enforced on the server, not only in the desktop app

Switching off window titles drops them at the point they arrive. A desktop client that keeps sending them achieves nothing — which also means an out-of-date desktop app cannot quietly keep collecting something you switched off.

Three real privacy properties worth knowing

Only the domain of a web address is stored. The address is cut at the first /, ? or # before it is written. Any user name or token in the link is removed too. https://mail.company.com/inbox/4471?q=salary is kept as mail.company.com.

Key presses are counted, never recorded. The stored fields are two integers per short period. There is no field anywhere in the product that could hold typed text.

There is no screenshot blur

Some marketing pages mention one. The product does not have it. Screenshots are either on or off, at full quality.

If your screens hold data that must not be photographed, switch screenshots off — that is the control you have, and it is the whole control.

How deletion works

A job runs every night at 03:30 UTC. For each workspace it deletes everything older than that workspace’s retention days:

• Screenshots — the image file, the preview file, and the database row
• Activity counts
• Application and website records
• Idle periods
• Tracking integrity checks

It does not delete: time logs, tracker sessions, timesheets and their approval history, the daily totals, audit logs, export files, or comments. Those are the billing record and the compliance record, and they stay.

So retention controls the evidence, not the hours. At 90 days nobody can see which window was open last March, and the hours from last March are still billable.

A suspended workspace is still purged on time. Retention is treated as a promise, not a paid feature.

Two records this product does not keep

Say these out loud before a compliance review, because somebody will ask.

There is no screenshot access log

The product records when a screenshot was taken and when one was deleted. It does not record who opened one. Neither an employee nor an auditor can ask who looked.

One more technical fact, for whoever asks the hard question: the two addresses that serve a screenshot image accept a signed link as the credential and carry no sign-in check. The link is short-lived, but anyone holding one can fetch the picture, and the server never learns who did.

There is no notice acknowledgement

The product has nowhere to store “this person was told what is recorded, on this date, against this version of the notice”.

If your regulator wants that, keep it outside this product — and keep it.

A sensible starting position

Industry	Screenshots	Window titles	Retention
Software delivery	Every 5 min	On	90 days
Contact centre	Every 10 min	On	365 days — see BPO setup
Accounting	Every 5 min	On	365 days
Healthcare back office	Off	Consider off	365 days

The rule behind the table: collect what you will actually look at, and keep it only as long as somebody could ask about it.

Next: Screenshots · What is recorded about you