Data Privacy and the ActivTrak Platform
Help Center Team
Data privacy is a top priority for ActivTrak. We are committed to safeguarding customer and user data through enhanced measures that ensure compliance with business policies or laws and regulations from your industry or local government. ActivTrak’s privacy-first approach empowers organizations to leverage the transformative power of workforce analytics without compromising data privacy and trust with employees.
Read on to learn about the privacy settings enabled by default in your account, how to customize the level of detail in activity reports and the data that ActivTrak processes based on your privacy selections.
Note: Expanded activity details such as screenshots, screen views and select Alarm actions are only available with the Screen Details Add-on.
Privacy-First Default
With ActivTrak’s Professional, Essentials Plus, Essentials and Free plans, privacy protections are set by default to prevent revealing sensitive data or PII (Personally Identifiable Information). These safeguards cover privacy needs across the full account, for users accessing data within our platform and for licensed users with our software installed on their devices.
Data privacy is the default standard across our platform in the following ways:
- Intrusive forms of data collection via keystroke logging, camera access, video recording, email reading or counting are NOT SUPPORTED in the platform
- Sensitive data is not collected
- Screenshots, Screenviews and select Alarm actions are not included. These features are available separately for purchase within the Screen Details Add-on.
- Data history is limited to 12 months for Professional, 6 months for Essentials and Essentials Plus, and 30 days for Free, with the option to purchase additional Data History Add-ons.
- User access and permissions to individual employee or team data can be configured at a granular level based on role within the organization and need.
- Custom groups can be created with distinct permissions.
- User data can be anonymized and aggregated.
- Do not Track list stops data collection of a user’s associated device.
- Employees can have access to their own personal data and insights.
Data Hashing
You can further protect data from discovery or data breaches by enabling Data Hashing, which encrypts title bars and URL subpages, making it impossible to reverse-engineer the original data. Enabling Data Hashing increases the security of data and adds an additional layer of privacy protection to stored data. Contact ActivTrak Support to enable Data Hashing for your account.
Sensitive Data Visibility
Professional and Essentials Plus customers can choose whether to show granular details of users’ app and website activity, like full URLs and title bars, in activity reports. These details are hidden by default.
To display these details in reports, navigate to Settings > Account Configuration. In the Sensitive Data Visibility setting, select Advanced Details.
Note: Customers on Trials and legacy plans (Premium and Advanced) have the option to enable or disable Full Details — including screenshots, screen views, pop-up alarms and application termination — from the Sensitive Data Visibility setting. This option is not available on other plans.
Below are examples of reports with Basic Details enabled vs Advanced Details:
Basic Details: Team Pulse - Users
Advanced Details: Team Pulse - Users
Basic Details: Top Websites Report
Advanced Details: Top Websites Report
Data Processing: Basic vs Advanced vs Full Details
|
Computer/User Information |
Basic Details |
Advanced Details |
Full Details |
|
|
Information collected by the ActivTrak Agent that is not tied to individual user activities. |
||||
|
Computer Name |
The name of the computer directly from the machine itself |
Included |
Included |
Included |
|
Computer Timezone |
The timezone setting of the local computer |
Included |
Included |
Included |
|
Logon Domain |
If the user is Active Directory domain attached, the domain name. If the user is not attached to a domain, the computer name will be shown. Blank for Chrome Agents |
Included |
Included |
Included |
|
Network ID |
Hashed representation of network ID for uniqueness |
Included |
Included |
Included |
|
Primary Domain |
The main AD domain name of the machine. Part of the unique computer name. Blank for MacOS Agents and ‘Google’ for Chrome Agents |
Included |
Included |
Included |
|
Private IP |
The internet protocol address within the local network |
Included |
Included |
Included |
|
Public IP |
The internet protocol address used to access the internet |
Included |
Included |
Included |
|
Session |
The session ID is used by Windows to tell the difference between user sessions. Primarily seen on Terminal Servers where there are multiple users on one computer, and Session ID 0 is almost always reserved for the System. 0 for Chrome Agents |
Included |
Included |
Included |
|
User |
Friendly user name; typically First and Last. Pulled from the operating system |
Included |
Included |
Included |
|
User (raw) |
Simple login name; often first initial, last name. From the operating system. Appears as ‘User’ in ActivTrak |
Included |
Included |
Included |
|
User Activity Information |
Basic Details |
Advanced Details |
Full Details |
|
|
ActivTrak user activity is defined as the currently active window for mouse movement, mouse clicks and keyboard presses. |
||||
|
Date and Time |
The exact date and time the user first accessed a specific activity |
Included |
Included |
Included |
|
Description |
A short description of each user activity |
Included |
Included |
Included |
|
Duration |
The amount of time a user spent in an activity |
Included |
Included |
Included |
|
Executable |
The executable of each user activity |
Included |
Included |
Included |
|
Screenshots |
All screenshots are taken for activities when triggered by an alarm |
Excluded |
Excluded |
Included |
|
Screen Views |
Real-time screen access without the ability to save screenshot files |
Excluded |
Excluded |
Included |
|
Title |
Content of the title bar of the window containing each user activity |
Excluded |
Included |
Included |
|
URL |
The full URL the user accessed for an activity in a browser |
Shortened to domain, excludes subpages |
Included |
Included |
ActivTrak continues to add robust privacy capabilities to its platform that safeguard users' sensitive and private data as well as comply with local and national regulations.
Learn More:
- Visit ActivTrak's Trust Center
- The ActivTrak Difference: Privacy, Trust & Transparency
- Roles and Permissions for Access to Your ActivTrak Account
- The Screen Details Add-On
- How to Configure ActivTrak for GDPR Compliance
- How to Configure ActivTrak for CCPA Compliance
- How to Configure ActivTrak for HIPAA Compliance
- Data Privacy & Security Details
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