Crewzon Workplace Monitoring Notice

This template is for an employer or contracting business that uses Crewzon with workers. It is not a notice from Crewzon to the employer's workers and is not legal advice. The employer remains responsible for completing every field accurately, consulting where required, issuing the notice correctly and complying with the law that applies to each worker and workplace.

Workplace surveillance and privacy rules are not uniform across Australia. Review this notice for every state and territory in which affected work occurs, as well as applicable awards, enterprise agreements, contracts and workplace policies.

Do not issue this template with any `[insert ...]` field incomplete. Do not copy the product description as a substitute for checking the employer's actual configuration, devices, work locations and purposes.

• **Employer or contracting business:** [insert full legal name]
• **ABN or ACN:** [insert identifier]
• **Workplace contact and role:** [insert name and role]
• **Contact email and phone:** [insert contact details]
• **Date this written notice is given:** [insert date]
• **Workers or worker groups covered:** [insert affected workers, roles, teams or contractors]
• **Devices covered:** [insert employer-supplied and/or personal devices on which Crewzon is used]
• **Workplaces or work activities covered:** [insert offices, vehicles, customer sites, remote work or other scope]

• **Kind of monitoring or surveillance:** [insert computer/app activity, time and attendance, point-in-time location, job progress, communications, uploaded evidence, audit logging or other kind]
• **How it will be carried out:** [describe the Crewzon screens, mobile actions, server records, device permissions and any other method]
• **Start date:** [insert date]
• **Frequency:** [state continuous or intermittent and explain when records are created]
• **Duration:** [state limited or ongoing; if limited, insert the end date or event]
• **Affected systems and devices:** [insert systems, app builds and device categories]

Crewzon can record account activity, assigned jobs, schedules, time entries, work notes, status changes, messages, uploads, signatures and audit events as workers use those functions. Describe only features the employer has actually enabled.

Crewzon's current mobile location workflow is a point-in-time capture, not continuous background tracking. If enabled, the app requests foreground location permission when a worker submits the configured time-entry or geofence action. It may then record latitude and longitude, accuracy, capture time, a reverse-geocoded address and the result of a comparison with a configured job-site geofence.

• **Exact action that triggers location capture:** [insert the enabled time-entry or geofence submission action]
• **Whether location capture is enabled for all or selected workers:** [insert scope]
• **Effect of refusing permission or an unavailable/out-of-geofence result:** [insert whether a reason is requested, a warning is shown or submission is blocked under the configured setting]

The employer will use the records for these purposes:

[insert the actual purposes, such as scheduling and dispatch, attendance and payroll inputs, job progress, customer records, safety, site access, billing, incident review, legal compliance or dispute resolution]

The employer must not describe a purpose it does not actually have or use records for an incompatible purpose without first considering notice, consultation, privacy and other legal requirements.

• **People or roles who can access records:** [insert internal roles and any external advisers or recipients]
• **Employment or operational decisions for which records may be considered:** [insert uses]
• **How accuracy and worker context will be checked before an adverse decision:** [insert review process]
• **Whether and how records are disclosed outside the employer:** [insert recipients and reasons]

• **Retention period or retention criteria for each record type:** [insert periods or criteria]
• **Where the employer stores exported copies:** [insert systems or state that no copies are routinely exported]
• **Security and access controls:** [insert role restrictions, review process and other safeguards]
• **Deletion or de-identification process:** [insert process, subject to lawful retention]

Crewzon's own handling of service data is described in the Crewzon Privacy Policy and Account Deletion and Data Retention. The employer remains responsible for its own copies and retention decisions for Business Account records.

• **How a worker can ask what records are held:** [insert process]
• **How a worker can request correction or provide context:** [insert process]
• **Manager, privacy or HR complaint contact:** [insert name, role, email and phone]
• **Escalation or review process:** [insert internal and external options that apply]

Questions about the employer's monitoring, record use or employment decisions should go to the employer contact above. Privacy questions about Crewzon's own handling of account, security, support or billing information can be sent to privacy@crewzon.com.

Do not enable monitoring until the applicable notice, consultation, permission and policy requirements have been met. Notice is not necessarily consent, and employment consent may not be voluntary merely because an employee signs. Explain a reasonable alternative for inaccurate, unavailable or refused location and a human review route for disputed records.

• Collect only work-related information for the specified purpose. No covert

or off-duty monitoring, continuous background tracking, private audio capture, or monitoring of personal applications is authorised by this template.

• Explain point-in-time routing/ETA requests separately from attendance capture:

the provider may receive origin/destination; the customer receives an estimate.

• Do not infer misconduct or withhold pay from a geofence result alone. Record

accuracy, connectivity and the worker's explanation, preserving corrections.

• Personal-device use does not authorise access to unrelated device contents.

State who pays relevant costs, the supported security requirements, what is cached, and how work records are returned or removed without wiping private data.

• State ordinary contact hours, roster/on-call arrangements, urgent escalation

and notification settings. A notification or read receipt does not waive the applicable right to disconnect. Marking a message urgent is not decisive.

• Minimise health/leave/certificate information and restrict access. Even a

sick-leave status may be health information. Do not reuse records for undisclosed performance profiling or disclose them indiscriminately.

• Give young workers an understandable explanation and assess any required

consent/representative authority; do not presume their employer can consent for them or that ordinary terms acceptance supplies sensitive-data consent.

For surveillance covered by the **Workplace Surveillance Act 2005 (NSW)**, section 10 ordinarily requires the employer to give written notice at least 14 days before the surveillance starts. A lesser notice period may apply where the employee agrees. The notice must state the kind of surveillance, how it will be carried out, when it will start, whether it will be continuous or intermittent, and whether it will be for a specified limited period or ongoing.

Computer surveillance must follow an employer policy notified in advance in a way that makes it reasonable to assume the worker understands it. Tracking a vehicle or other thing requires a clearly visible notice on it indicating the tracking. These are additional requirements, not substitutes for section 10. Camera surveillance has its own visibility/signage rules. Check the restrictions on off-duty surveillance, private areas and use/disclosure, and the special rules for new employees before enabling the actual configuration.

Sources: NSW Workplace Surveillance Act 2005, ss 10–13, 16–18. The employer must check the current legislation and its actual configuration before issuing a NSW notice.

For notified surveillance covered by the **Workplace Privacy Act 2011 (ACT)**, section 13 also ordinarily requires written notice at least 14 days before the surveillance starts. Statutory exceptions or an employee agreement to a lesser period may affect that timing. The notice must state that the worker may consult with the employer. Where section 13 notice is required, section 14 requires good-faith consultation for at least the notice period and a genuine opportunity to influence the proposal. A receipt acknowledgement or a pre-decided consultation is insufficient. Data surveillance also requires the notified policy under section 16; tracking and optical surveillance have their own notices/visibility rules. Do not rely on this template to authorise covert surveillance or surveillance of private areas. ACT Act, ss 13–18.

Do not assume the NSW or ACT process applies nationally or that compliance with one jurisdiction satisfies another. Before monitoring begins, the employer should identify every applicable jurisdiction, obtain advice where needed, complete this notice with the actual configuration and keep evidence of when and how it was provided.

• **Authorised employer representative:** [insert name and role]
• **Signature or approval record:** [insert method]
• **Date approved:** [insert date]
• **Method used to provide this notice to workers:** [insert email, policy portal, letter or other written method]
• **Consultation record (mandatory where the ACT requirement applies), and any separate agreement relied on:** [insert record location]

The employer records each worker's actual work jurisdictions, including remote and cross-border work. A company's registered address is not the only relevant location. This matrix applies to the field-service activities described above, not covert investigation, private audio recording or a general surveillance product.

Federal privacy and employment obligations can apply alongside these laws. The FWO right-to-disconnect guidance explains the right to refuse out-of-hours contact unless unreasonable; it is not an absolute ban on employers contacting workers. Awards and enterprise agreements can add consultation and related requirements. This template does not vary them.

Health information also requires a separate applicable-law assessment, including Victoria's Health Records Act and relevant NSW/ACT health-records obligations. Keep that assessment with the sensitive-information purpose and permission record.