Free employee monitoring policy template, consent form and notice checklist

In most US states, notice is the legal baseline and consent is a policy choice. Connecticut, Delaware, Maine and New York require notice before electronic monitoring, and Delaware and New York require the employee to acknowledge a one-time or on-hiring notice, which is why the kit's form is an acknowledgment first and an optional consent block second. Illinois requires a written release before collecting biometrics such as fingerprints or face scans. Outside the United States, consent is often not a sufficient basis for workplace monitoring, so ask counsel which basis applies to each location.

Yes, as one policy with state-specific notices. The law of the state where the employee works usually applies, so list every state where people work, including people who work from home, and run each through the state notice checklist: New York and Connecticut want a posted notice, New York and Delaware want an acknowledgment, Maine wants notice before monitoring starts and annual written notice, and businesses covered by the CCPA give California employees a notice at collection. The policy template itself stays the same; the acknowledgment form and the announcement email carry the state-specific parts.

The state notice checklist lists all three laws signed on September 30, 2026. AB 1883 bans workplace surveillance tools that use artificial intelligence to infer an employee's emotional state or to collect neural data, and AB 1331 bans surveillance tools in workplace bathrooms; both take effect January 1, 2027. SB 947 requires human review and a written post-use notice when an automated decision system primarily drives a disciplinary or termination decision, operative July 1, 2027. The checklist says what to do for each, and the policy template's human review clause and employee rights clause were written with them in mind. Using the kit does not by itself make a monitoring program compliant with any law; review it with counsel.

No. The kit is general information written by Intelogos, not by a law firm, and it has not been reviewed by an attorney. It gives you a structure and starting language that you adapt with your own counsel for your states, countries, industry and tool. Every document carries that note, and the statute links in the checklist point to the official text so counsel can check each requirement.

The notice statutes in Connecticut, Delaware, Maine and New York require employers to tell employees about monitoring, and two of them require an acknowledgment of the notice, but an acknowledgment is a record that the employee was informed, not a right to veto monitoring on company equipment. Whether an employee can refuse, and what happens if they do, depends on employment-at-will rules, contracts and collective agreements, which vary by state; Maine lets employees decline to install surveillance applications on their personal devices. The kit's policy sets out what employees can do instead: see their own data, ask for a copy or a correction, and raise concerns without retaliation. Ask counsel before acting on a refusal.

Review it at least once a year and whenever the monitoring tool or its settings change in a way that affects what is collected or who can see it, for example when you switch tools, add a data type, change retention or widen access. Maine requires written notice to current employees at least once per calendar year, and the kit's policy adopts that cadence everywhere. Give notice before a change takes effect, collect a new acknowledgment where one is required, and keep the previous versions with their dates.

Send it before the tool is installed, with the policy and the acknowledgment form attached. Say what the tool records and what it does not, in the same words as the policy; who can see the data; what it will and will not be used for, including that no decision is based on monitoring data alone; how long data is kept; the employee's rights and who to contact; the start date; and the next steps, such as a Q&A session and the date the acknowledgment is due. The kit's announcement email is written in that order, with placeholders for each of those details and a short reminder to send a few days before the start date.

No. Intelogos doesn't take screenshots. Intelogos doesn't record what people type; it records only whether keyboard or mouse input happened. Its agents record application names and usage time, website addresses, page titles and time per page, the titles of active windows, active and idle periods, work hours and breaks, and basic device information such as the operating system and time zone. Window titles and URLs can still contain sensitive details, which is why the policy template limits who can see detailed timelines. The kit's data clauses are written for a tool that works this way, with placeholders to adapt them to any other tool.