Privacy notices

New dashboard

Privacy notices are part of the new version of the dashboard, which reaches organizations step by step. This page explains how Focus helps; it is not legal advice.

Before you monitor employees, KVKK requires you to tell them what is recorded, why, for how long, who receives it and what their rights are. This is the privacy notice (aydınlatma metni) about employee monitoring. Focus lets you write it, publish it to everyone in your organization and keep the proof that each person has read it.

Owners and admins open Settings → Privacy (KVKK) → Privacy notices. The list shows each notice by language and version, whether it is a draft or published, and for a published version how many people have read it and how many have not yet.

Draft the notice

1. Start a new draft. The first time, start from Focus’s default text: it lists what the desktop app records and what it does not, the retention periods, the 35-day backup rule, that data may be transferred abroad for hosting and e-mail delivery with a link to the Workify360 subprocessor list, and the employee’s rights. It names no service provider: add the providers that matter for your company, including your own.
2. Adapt it to your organization: your company’s name and contact details, why you monitor, the legal basis you rely on, and who in your company sees the data. The default is a starting point; have the final text checked by your lawyer or data protection adviser.
3. Write in plain Markdown: headings, lists, bold text and links. The preview shows the notice as employees will see it; any other formatting is removed.

Drafts can be changed and deleted. Write the notice in Turkish and English: each person sees the version in their own language, or the other language if there is none in theirs.

Publish

When you publish a draft it becomes the new version of the notice. Publishing asks everybody again: every employee, including those who read an earlier version, has to acknowledge it the next time they open the dashboard. A published version cannot be changed (notice_already_published); to change the text, start a new draft, which becomes the next version when you publish it.

Everyone who has to read the notice also gets a notification in the dashboard.

What employees see

The next time an employee opens the dashboard, a window shows the notice. It cannot be closed; the person reads it and chooses I have read and understood. When there are several notices, they come one after the other. If saving the answer fails, the dashboard stays usable and the window comes back on the next page.

The acknowledgement is stored with the version, the time and the channel, and kept as proof, also after a KVKK erasure of the person (KVKK requests). The employee monitoring notice is information, not consent, so it cannot be withdrawn (acknowledgement_not_withdrawable). Employees can read the notices they acknowledged again on their profile’s Privacy tab (my data).

The notice is shown in the dashboard only; the desktop app and the sign-in pages do not show it. Give it to people who never open the dashboard in another way as well, for example with their employment documents.

The screenshots consent notice

Screenshots are off by default. Before you turn them on, publish a second notice of the kind Screenshots consent: KVKK asks for each person’s explicit consent (açık rıza) to screenshots, not only for information. Focus’s default text says what a screenshot contains, when none is taken, who sees it, how long it is kept, where it is stored and how to withdraw consent; adapt and publish it like the employee monitoring notice.

• It is shown only to the people for whom screenshots are on. Someone for whom they are turned on later sees it the next time they open the dashboard.
• Each person chooses I consent or I do not consent. Screenshots are taken only for the people who consent; the list shows how many have consented and how many have not answered yet.
• Consent can be withdrawn at any time on the profile’s Privacy tab. No screenshot of that person taken after that reaches Workify360, and their desktop app stops capturing within at most 15 minutes.
• A new version asks everybody again, and no screenshot is taken for a person until they consent to it.

Without a published screenshots notice no screenshot is taken for anyone. See screenshots.