Team Plan Worker Notice Template

Draft for review by a lawyer. Not in force yet.

A template for companies on the Team plan, to give each worker before they install the app. Words in {curly brackets} are for the company to fill in or choose. Everything else describes the app as it is.

Part 1. For the company: before you hand it out

Decide why. Write down why you are asking people to use the app, in one or two sentences. Use it only for that.
Check the law where each worker is. See Part 3. Some places need a posted notice, a signed acknowledgment, or the agreement of workers' representatives before you start.
Assess the risk where the law asks for it (a data protection impact assessment in the EU and UK, a privacy impact assessment in the Philippines). The answers below are most of what it needs.
Choose how long reports are kept in the Team inbox (Settings: 7 to 730 days, 90 to start) and put that number in the notice.
Fill in the notice (Part 2), give it to each worker before they install the app, and keep their acknowledgment.
Post it where workers can see it, if the law asks (New York, Connecticut), for example on your intranet or in your remote-work handbook.
Don't ask anyone to send their log, include their hours, turn off privacy settings, keep the app running outside working time, or install it on a computer other people use. Don't make decisions about pay, discipline or someone's job based only on reports or hours from the app.

Part 2. The notice

Astrolinks at {company name}: what it records, and what we see

Why we use it. {Why: for example, "so you can write your end-of-day report in a few minutes, and so your reports reach us in one place."}

Is it required? {Choose one: "Using Astrolinks is part of your role." or "Using Astrolinks is your choice. Nothing changes for you if you don't."}

What the app records, on your computer only. Nothing, until you accept its first welcome step. After that, while it runs and isn't paused, the app checks the window in front every 5 seconds and records the app's name, the window's title, and when you started and stopped. In supported browsers it also records the address of the web page, without anything after "?" or "#", unless you turn Record web addresses off in Settings. It also keeps the notes you write, your clients and your profile. This log stays on your computer. We don't receive it, and neither does Astrolinks, the company that makes the app.

What it never records. Keystrokes, screenshots or screen video, your clipboard, sound, your microphone, your camera, your location, or the content of your files, emails or messages beyond their window titles.

What we receive. Only the reports you choose to send us, one at a time, after you see exactly what goes: the report's text as you approved it, its client's name, the blockers in it, and your hours only if you switch them on. We also see your name in the team, when you joined and last sent a report, and in our inbox's activity log when you join, leave or are removed. We never see your log, the apps or websites you used, your notes, your AI chat, your idle time, whether you're at your computer right now, or anything you didn't send.

Tasks. We may give you tasks or goals in Astrolinks. We see a task as done only when you press Mark done (with your note, if you write one), or when it is in a report you send. We never see how long you spent on a task, your progress toward a goal, or your detailed breakdown.

What you control.

Pause the app at any time from its menu, and quit it outside working time. {Your rule: for example, "We don't expect it to run outside your working hours."}
Tell it never to record an app, a website or a word, and mark a client Private so nothing about it goes to AI.
Delete any entry, today, or everything it recorded.
Take back a report you sent, and leave the team, with or without deleting every report you sent.

On Windows. The app records web addresses in Chrome, Edge, Brave and Firefox, and skips their Incognito, InPrivate, Guest and private windows completely when the browser says so. Other browsers are recorded by window title only. If you type something into the address bar and click away without pressing Enter, the app may record it as the page's address.

AI. The app asks you once before anything goes to AI, and you can change your answer in Settings. If you say yes and press Write with AI, a summary of your day (not your log) goes to Claude, an AI made by Anthropic, to draft your report. Web addresses are cut to the site's name, emails and phone numbers are hidden first, and Private clients are never sent. {Choose: "You use the AI included with Pro, through Astrolinks' AI service." or "You use your own Anthropic key." or "We don't use the AI features."} AI drafts can be wrong: read and fix your report before you send it.

How we use your reports. {How: for example, "to know what was done each day, to spot blockers early, and to bill our clients."} We don't make decisions about your pay, discipline or job based only on reports or hours from Astrolinks; a person always checks them against other information. Hours from the app are your own record, not proof of work or attendance.

Who else handles your reports. Astrolinks stores the reports you send on its Team service, for us and on our instructions, on Cloudflare's servers. Anthropic handles AI requests as described above. {Anyone else you share reports with, for example your clients.}

How long we keep them. Reports are deleted automatically from our Team inbox after {number} days. {If you export or copy reports elsewhere: how long you keep those.}

Our legal basis (for workers in the EU, UK or Philippines). {For example: "our legitimate interest in knowing what work was done for our clients, which we have weighed against your privacy" or "your contract with us". Consent is rarely a good basis between an employer and its workers.}

Your rights and questions. You can ask us for a copy of the reports we hold about you, ask us to correct or delete them, and object. Ask {contact name and email}. Our own privacy notice is at {link}. Astrolinks' privacy policy, which explains the app in more detail, is at https://astrolinks.org/privacy/. You can also complain to {your data protection authority, for example the National Privacy Commission in the Philippines or the ICO in the UK}.

Acknowledgment

I received this notice from {company name} on {date}, before installing Astrolinks, and I have read it.

Name: ____________________

Signature, or "I acknowledge" typed with the date: ____________________

Part 3. Where the law asks for more

These are the rules we know of that most often apply to remote teams. They are not the only ones. Ask your own lawyer.

Where	What it asks of the employer	Source
New York (employers with a place of business there)	Written or electronic notice when hiring, acknowledged by the worker in writing or electronically, and a notice posted where workers can see it. Up to $500, $1,000, then $3,000 per offense.	Civil Rights Law section 52-c, in force since 7 May 2022
Connecticut	Prior written notice of the types of monitoring and where on the employer's premises it may happen, a posted notice, and, for people hired from 1 October 2026, a plain-language written statement before they start. Up to $500, $1,000, then $3,000 per offense.	General Statutes section 31-48d, as amended by Public Act 26-73 from 1 October 2026
Delaware	A one-time notice acknowledged by the worker, or an electronic notice each day the worker uses the employer's email or internet. $100 per violation.	Delaware Code title 19, section 705
California	A notice at collection for workers' personal information under the CCPA. If reports or hours ever feed automated decisions about pay, hiring, discipline or firing: the CCPA's automated decisionmaking rules (from 1 January 2027) and SB 947 (from 1 July 2027).	CCPA and its regulations; SB 947
EU and EEA	GDPR Article 13 information, a lawful basis other than consent in most cases, a data protection impact assessment where monitoring is likely to be high risk, and national rules: for example works council co-determination in Germany, consulting the CSE and informing workers first in France, union agreement or authorization for remote monitoring in Italy, works council consent in the Netherlands.	GDPR Articles 6, 13, 35 and 88; national labour law
United Kingdom	Clear information about the nature, extent and reasons for monitoring, a data protection impact assessment where the risk is high, and monitoring only where necessary and proportionate.	UK GDPR; ICO, "Employment practices and data protection: monitoring workers" (October 2023)
Philippines	A legitimate purpose, proportionality and transparency: a written policy on what is monitored, why, how, for how long, who can see it and how to complain, given before monitoring starts, and a privacy impact assessment.	Data Privacy Act of 2012; NPC Advisory Opinions 2018-084 and 2024-003
Independent contractors, anywhere	Asking a contractor to use monitoring tools can be read as control over how they work, which matters if their status is ever questioned.	Local employment law

Part 4. What Astrolinks does for the company

Keeps the reports workers send only for the company, deletes them when the company's retention period ends or when the company or the worker deletes them, and never uses them for anything else.
Never gives the company, or anyone, a worker's log: Astrolinks doesn't have it.
Helps the company answer workers' requests about their reports.
Signs a data processing agreement with the company.

Team plan: the notice a company gives its workers