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 enables organizations to harness the transformative power of workforce analytics without compromising data privacy or eroding 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.
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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 the Data History (Add-on)
- User access and permissions to individual employee or team data can be configured at a granular level based on the role within the organization and the specific 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 Personal Insights
Data Hashing
You can further protect data from discovery or data breaches by enabling Data Hashing, which creates cryptographic hashes of the title bars and URL subpages, making it impossible to reverse-engineer the original data. Enabling Data Hashing increases data security and adds a layer of privacy protection to stored data. Contact ActivTrak Support to enable Data Hashing for your account.
Sensitive Data Visibility
Granular details of users’ app and website activity, like complete URLs and title bars, are hidden from reports by default. Certain plan types have the choice to display these "Advanced Details". For a detailed plan-specific list of setting availability and options, refer to this guide on Sensitive Data Visibility.
For those with access to this setting, navigate to Settings > Account Configuration > Data tab > Sensitive Data Visibility to make adjustments:
Examples of Basic Details versus Advanced Details
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Data Processing Details
Computer/User Information: Information collected by the ActivTrak Agent that is not tied to individual user activities.
| Computer/User Information | Basic Details | Advanced Details | Full Details |
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Computer Name The name of the computer directly from the machine itself |
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Computer Timezone The timezone setting of the local computer |
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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 |
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Network ID Hashed representation of network ID for uniqueness |
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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 |
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Private IP The Internet Protocol address within the local network |
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Public IP The Internet Protocol address used to access the internet |
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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 |
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User Friendly user name; typically First and Last. Pulled from the operating system |
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User (raw) Simple login name; often first initial, last name. From the operating system. Appears as ‘User’ in ActivTrak |
User Activity Information: ActivTrak user activity refers to the currently active window, as indicated by mouse movement, mouse clicks, and keyboard presses.
| User Activity Information | Basic Details | Advanced Details | Full Details |
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Date and Time The exact date and time the user first accessed a specific activity |
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Description A short description of each user activity |
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Duration The amount of time a user spent in an activity |
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Executable The executable of each user activity |
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Screenshots All screenshots are taken for activities when triggered by an alarm |
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Screen Views Real-time screen access without the ability to save screenshot files |
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Title Content of the title bar of the window containing each user activity |
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URL The full URL the user accessed for an activity in a browser |
domain only; excludes subpages |
ActivTrak continues to enhance its platform with robust privacy capabilities that safeguard users' sensitive and private data, ensuring compliance with local and national regulations.
Learn more
- Visit ActivTrak's Trust Center
- The ActivTrak Difference: Privacy, Trust & Transparency
- User Roles & Permissions in ActivTrak
- Screen Details (Add-on)
- How to Configure ActivTrak for GDPR, HIPAA, CCPA and CPRA, and DPDP Act Compliance
- Data Privacy & Security Details