Workforce privacy
WorkBOS records ten different things about the people who work for you, from the time they check in to what the AI assistant reads. This page lists all ten, tells you which of them the law where each person works treats as a notice and which as a permission you have to ask for, and sets out the obligations only you can discharge. Find it under Administration ▸ Data ▸ Workforce privacy. Owners and admins only, and not restricted by plan.
No software can make you safe from legal action anywhere, and anything that claims to is selling you something. This is not legal advice and we are not your lawyers. What the page does is narrower and worth more than a reassuring tick: it makes sure the right question is asked in the right form, keeps the exact words each person saw, and names the things we cannot do for you.
- 1
Tell us where each person works
Everything else follows from this. The same question is a simple notice in one country, a signed release in another, and something a regulator has forbidden outright in a third. Until a country is recorded we ask that person for the strictest permission in the table, which is safe but is not the rule that applies to them.
- 2
Read what only you can do
A German works council has to agree to monitoring before it is switched on and can go to court to stop it, whatever your staff signed. Quebec wants a biometric database declared to the regulator sixty days before it goes live. The Philippines wants profiling systems registered within twenty days at any company size. Europe and the UK need transfer clauses because your data sits in Singapore. None of these is something we can sign for you.
- 3
Notice which things are not asked about yet
Seven of the ten are marked "Not asked yet". That means WorkBOS genuinely does them today and has asked nobody. Recording calls, recording meetings, screen recordings, the assistant reading work email and documents, scores worked out about a person, and the location and photograph captured at each check-in. They are listed so you can decide what to do, rather than left off the page so it looks finished.
- 4
Change any of the wording
Every document your people see can be replaced with your own, and you can have different wording for different countries. What somebody signed is stored as a copy of the words themselves, so editing a document later never changes what anybody already agreed to.
Face check-in is the one thing the server actually blocks. Nobody can enrol a face until they have read the document for their own country and signed it by name, because Illinois fines $1,000 to $5,000 per person for getting this wrong and lets people sue directly. In Turkey the regulator ruled in April 2026 that no permission can make biometric attendance lawful at all, so WorkBOS refuses to record one there rather than manufacturing evidence of a permission that could never have been valid.
A refusal is recorded as carefully as an agreement, with the words the person was shown when they said no. That is deliberate: it is what shows the question could be answered either way, which is what makes everybody else’s agreement look like a real agreement rather than a box nobody could avoid ticking.