These Terms & Conditions ("Terms") govern the provision and use of the WorkPulse Solutions employee monitoring platform ("Platform"). The Platform is a multi-tenant, tenant-based system used by employers to monitor work activity on company-assigned devices.
2. Consent & Acknowledgement
You expressly consent to the collection, processing and storage of personal data as described in these Terms when you tick the checkbox at signup. Monitoring will only occur on devices explicitly assigned by the employer, during periods when monitoring is active (e.g., the user starts a session or a scheduled shift).
Consent is informed and specific: the Platform collects screenshots, activity logs, keystroke counts, click counts, application usage, website usage, location (where enabled), session metadata and related analytics. You acknowledge that company devices are subject to monitoring and that you should have no expectation of personal privacy on such devices during monitored sessions.
3. Data Collected
We may collect the following categories of information from monitored devices:
Screenshots: periodic screen captures while monitoring is active.
Application & website usage: names of apps used, websites visited and duration of use.
Files & system metadata: file names or paths accessed for work purposes (where relevant).
Location data: if enabled for timekeeping or compliance, limited to work hours and devices with location functionality.
Logs & session metadata: device identifiers, IPs, project/team tags stored in our session and capture tables.
The Platform does not intentionally collect personal communications (e.g., private messages) unrelated to work except as required by the employer and permitted by law. If you believe the Platform has collected personal data in error, contact the employer or WorkPulse Solutions support immediately.
4. Roles & Responsibilities
Employees (monitored users):
Must run the Platform only on employer-assigned devices unless a BYOD policy is in place with explicit consent.
Start/stop monitoring according to employer rules; do not tamper with or disable monitoring software.
May exercise data rights (access, rectification) by contacting their employer or WorkPulse Solutions DPO as described in our Privacy Policy.
Employers / Managers (tenant administrators):
Are the data controllers for their employees’ personal data and are responsible for ensuring lawful grounds for monitoring (e.g., legitimate interests or explicit consent where required) and for providing employees with appropriate notices.
Control access to collected data and must limit access to authorized personnel only.
Must use collected data only for legitimate business purposes (payroll, compliance, security, training) and not for unlawful discrimination or other improper uses.
Call Centre Supervisors & Platform Administrators:
Manage multiple tenant accounts or agent pools as authorized by their employer.
Must follow the same rules on purpose limitation, data minimization and confidentiality.
5. Data Retention & Storage Location
Data is stored on servers located in the United Kingdom (unless otherwise agreed). We retain personal data only as long as necessary for the business purpose and in accordance with applicable law. Typical default retention periods are:
Screenshots and raw session captures: 90 days
Aggregated activity metrics and reports: 24 months
Billing and account records: 7 years
Employers may request longer retention where necessary for compliance, payroll or investigations; such requests will be logged and justified. If you require a different retention policy for your tenant, contact WorkPulse Solutions sales or support.
Security: We implement reasonable technical and organizational measures including encryption in transit and at rest, role-based access control, and logging of admin access. In the event of a data breach we will follow applicable notification requirements.
6. Legal Basis & Data Subject Rights
Employers are responsible for determining the legal basis for monitoring. In many cases, monitoring is carried out on the basis of legitimate interests (e.g., security, fraud prevention, productivity measurement) balanced against employee rights. Where required by law, explicit consent from employees will be obtained.
Employees retain rights under applicable data protection laws (e.g., access, correction, objection). To exercise those rights, contact your employer or WorkPulse Solutions as specified in the Privacy Policy.
7. Subscription, Fees & Billing
The Platform is provided on a monthly subscription basis. The subscription terms agreed by the employer at signup (number of seats, features) govern billing. Additional seats or add-ons are charged per the pricing plan and are billed in the next billing cycle or prorated per the plan rules.
Payments are processed by our payment provider; employers are responsible for timely payment.
Non-payment may result in suspension of the tenant account and access to monitored data.
Refunds and cancellations are governed by the separate Subscription Agreement or your reseller contract.
8. Acceptable Use
Use of the Platform is permitted only for lawful, business-related purposes. Prohibited uses include but are not limited to:
Monitoring for unlawful discrimination, harassment, or any purpose prohibited by law.
Installing monitoring software on unapproved or personal devices without explicit, documented consent.
Bypassing admin controls, tampering with the client software, or sharing admin credentials.
Instances of misuse should be reported to the tenant administrator and to WorkPulse Solutions via mendy@onlineforu.co.uk.
9. Termination & Account Deletion
Either party may terminate the subscription per their subscription agreement. On termination, the tenant’s data will be handled according to the retention and deletion procedures described in the Privacy Policy. Employers may request export of tenant data prior to deletion; after deletion, backups may be retained for an additional short period solely to comply with legal obligations.
10. Liability & Disclaimers
WorkPulse Solutions provides the Platform on a best-efforts basis. We endeavor to protect and secure data but do not guarantee uninterrupted service. To the fullest extent permitted by law, WorkPulse Solutions limits its liability as described in the Subscription Agreement. Employers are responsible for lawful use of collected data; they indemnify WorkPulse Solutions against claims arising from misuse of monitoring data.
11. Intellectual Property
All intellectual property in the Platform, software, and documentation belongs to WorkPulse Solutions or its licensors. Employers and users are granted only the rights expressly provided under the subscription.
12. Governing Law & Dispute Resolution
These Terms are governed by the laws of England and Wales. Any dispute arising out of or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales, unless otherwise agreed in writing.
13. Contact & Data Protection Officer
Questions, requests for data access or complaints can be sent to:
