Access follows the workspace
Clients and workspace administrators define who may access workspace monitoring information and what permissions those users receive.
Trust Center
Security and Data Handling
Track Pilot AI supports controlled access to time records, work context, and configurable monitoring information. Security is shared between the service, the workspace administrator, and the people using the workflow.
Our approach
Keep access clear, data purposeful, and review explainable.
Track Pilot AI is designed around workspace permissions and reviewable work records. The product documentation describes configurable time and activity features; the exact settings, available data, and access rules depend on the customer workspace and plan.
Specific certifications, audit reports, encryption details, hosting locations, and fixed retention commitments are not stated here unless they have been separately verified for the relevant deployment.
Security principles
A practical foundation for work visibility
Evidence needs context
Time records, screenshots, webcam captures, and activity evidence are intended to support a defined review question—not replace human judgment.
Settings should be visible
Teams should explain what is active, why it is used, who can review it, and how long information should be kept before monitoring begins.
Data protection and handling
Know what information is part of the workflow.
The service brings different kinds of information together so teams can review work from a shared source. Availability and collection depend on the feature being enabled, the configured conditions, and the customer workspace.
Work records
Projects, tasks, time entries, timesheets, reports, comments, and approval information can be created and reviewed within the workspace.
Monitoring context
When enabled and supported by the configured workflow, the product may handle screenshots, webcam captures, keyboard and mouse activity, idle-period indicators, and application or website usage.
Account and technical information
The service may receive account details, support messages, browser or device information, request data, logs, and diagnostic information needed to operate the website and application.
Access, authorization, and account security
Clients and workspace administrators can invite or remove users, assign access, and review workspace information according to the roles and permissions available in their setup. Freelancers do not manage client-controlled monitoring data when the client has enforced those settings.
Users should protect their credentials, use only authorized accounts, limit workspace permissions to the people who need them, and contact the workspace administrator when access no longer reflects someone’s role.
Privacy and monitoring transparency
Monitoring should have a defined purpose and be explained to the people affected. Before enabling screenshots, webcam monitoring, application or website activity, or other supported activity data, teams should document when collection is active, who can view it, how it will be reviewed, and the retention rules that apply.
Read the Privacy Policy for the broader handling principles and the screenshot guidance for a feature-specific example.
Data lifecycle
Retention and deletion follow the plan and workspace.
The selected plan and workspace settings can determine how long time records, screenshots, webcam captures, activity data, logs, and backups are kept. When an applicable retention period ends, eligible data may be deleted or made unavailable according to the configured policy. Some backups or records may be retained longer when needed to operate the service, resolve disputes, enforce agreements, or meet legal obligations.
If a subscription payment is not received, the account owner will receive a billing notice by email when the configured billing workflow sends one. After any applicable notice or grace period, workspace access or new data collection may be restricted or disabled according to the plan and commercial terms. Payment failure does not necessarily mean that data is deleted immediately; retention and deletion continue to follow the applicable plan, workspace, operational, and legal requirements. For account closure, access, deletion, or billing questions, contact the team and identify the account or workspace involved.
Responsible review
A secure workflow includes decisions people can understand.
Use the available information to investigate a defined question, not to make an automatic judgment about a person. The following sequence keeps collection, access, and review connected.
01
Define the purpose
Start with the work question and choose only the product context that is appropriate for it.
02
Set access and expectations
Document active conditions, authorized roles, review boundaries, and the information people should expect to be collected.
03
Review the record
Compare available evidence with time, project, task, and outcome context before deciding what needs attention.
04
Resolve or delete appropriately
Use the customer’s retention and deletion rules, and contact the team when a request needs service-level assistance.
Have a security or data-handling concern?
Contact the Track Pilot AI team with the account or workspace involved and enough detail to understand the question. We can help clarify documented product functionality, workspace permissions, monitoring settings, and requests related to access or deletion.
Explore Track Pilot AI for your workflow
Review the features and current plans, or contact the team with a specific requirement.