Hub IDEN

Template. Template for DBenk customer companies. Fill in the parts in [square brackets], match it to your Hub settings, and share it with employees before the agent is installed.

Laptop presence monitoring notice

  • From: [COMPANY NAME] ("Company"), [ADDRESS]
  • To: all employees and freelancers using a work laptop
  • Effective from: [DATE]

1. What is installed and why

The Company installs the DBenk Presence agent (dbenk-presence, part of DBenk Office) on work laptops. The agent shows in the Company's digital office (DBenk Hub) who is working at their computer, so remote and hybrid work is easier to coordinate and manual check-ins are not needed. Purpose: [TEAM COORDINATION / ATTENDANCE / state your purpose]. This data is not used for [e.g. automated performance ratings] [adjust].

2. Data the agent sends

The agent only sends the following fields (this list is complete; the agent has no other field):

  • Display name and device name entered at installation, and the operating system (Windows/macOS/Linux).
  • Status: active (keyboard/mouse touched in the last 5 minutes), idle (5–15 minutes), away (15 minutes or more, or screen locked), and offline when the agent stops. Only the time since the last touch is read, never which keys are pressed.
  • Name of the application in front (e.g. "Chrome", "VS Code") and for how long. Company setting: [ON / OFF]. You can turn it off yourself at any time with dbenk-presence track off.
  • Window description (project name in a code editor, page title in a browser; not for private windows; e-mail/chat/documents only the service name). Off by default. Company setting: [OFF / ON since DATE because REASON]. When the Company turns it on you can still turn it off with dbenk-presence track title off.
  • A status sentence you type yourself with dbenk-presence say "…" (removed after 8 hours).
  • Technical data: agent version, time of each report (about every 5 minutes and when the status changes).

3. What is never collected

Screenshots, screen or camera recordings, keystrokes (keylogger), document or e-mail content, web addresses (URLs), file names, browser history, location/GPS, and microphone. Raw window titles never leave the laptop; when the window description is on, titles are filtered on the laptop and e-mail addresses, long numbers, and bank/password/login-like titles are dropped.

4. When the agent reports

While you are signed in to your computer account and the agent runs. [WORKING HOURS: state if the Company asks to run the agent only during working hours.] You can see exactly what would be sent with dbenk-presence status.

5. Who sees it and where it is stored

  • Data is sent to the Company's own DBenk Hub at [SERVER ADDRESS / LOCATION], not to DBenk or anyone else.
  • Who can see it: [colleagues in the digital office / managers / HR / Hub Owner — match the Hub roles].
  • Retention: current status and status change history [24 hours / adjust if longer history is enabled]; Hub audit log [400 days].

6. Legal basis and your rights

The Company is the Personal Data Controller under Indonesian Law No. 27 of 2022 (PDP Law). Legal basis: [the Company's legitimate interest in coordinating work / performance of the employment contract / consent — choose one]. You have the right to information, access, correction, deletion, and to object. Contact: [NAME / TITLE / E-MAIL OF THE DATA PROTECTION OFFICER or HR].

7. Questions

Questions about this notice: [CONTACT]. The agent guide for employees is available from the Company's Hub (Office → Presence agent).

I have read and understood this notice.

Name: ____________________ Signature: ____________________ Date: __________