# Screen evidence and privacy (https://docs.akollo.com/en/product-guide/screen-evidence)



Screenshots are taken only when the organisation's recording policy turns them on. Administrators decide who may see them, how long they are kept and when they are deleted.

## Screenshot settings [#screenshot-settings]

Under **Settings → Workforce & recording → Screenshots**, administrators choose the capture interval (every 5 to 30 minutes) and whether all monitors are captured. Like every policy change, this publishes a new revision with a start date. Fields that are not on this page stay as they are.

<Screenshot src="/screens/en/tracking-screenshots.webp" alt="Screenshots settings with version, effective from and expiry dates, capture interval of 5 to 30 minutes, the Capture all monitors choice and the Publish new version button" caption="Screenshot settings: interval, monitors and the period the revision is in force." />

<Steps>
  <Step>
    ### Open the screenshot settings [#open-the-screenshot-settings]

    Choose **Settings → Workforce & recording → Screenshots**.
  </Step>

  <Step>
    ### Set the period [#set-the-period]

    Enter **Effective from** and, if needed, **Expires**.
  </Step>

  <Step>
    ### Choose interval and monitors [#choose-interval-and-monitors]

    Enter the **Capture interval** in minutes (5 to 30) and choose whether to **Capture all monitors**.
  </Step>

  <Step>
    ### Publish [#publish]

    Select **Publish new version**. The new revision takes effect from its start date.
  </Step>
</Steps>

<Callout type="warn" title="Warning">
  Recording stops on the expiry date. To keep it running, publish a new version before that date.
</Callout>

## Who can see what [#who-can-see-what]

| Who                                 | What they can see or do                                                                                                                                                          |
| ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Every employee                      | Their own data on **My data**: the recording settings in force, their own screenshots in a personal gallery, who opened their evidence and why, and how long their data is kept. |
| People allowed to read captures     | Captures in the day view, next to the intervals they belong to. The original image only on request.                                                                              |
| Managers with review permission     | The day of an employee in their scope, from **Team days**.                                                                                                                       |
| People with the analysis permission | Request a new image analysis, retry a failed one, and mark observations as correct, incorrect or uncertain.                                                                      |
| Administrators                      | Screenshot settings, retention rules and erasure.                                                                                                                                |

## What employees see about themselves [#what-employees-see-about-themselves]

**My data** shows each employee what is collected about them, who opened their evidence and why, and how long their data is kept. An **At a glance** strip sums up the screenshot interval, access to their evidence in the last 30 days and the longest retention. **Recording settings in force** explains in plain words the rules the organisation applies to them, including the version of the recording notice and when they read it.

<Screenshot src="/screens/en/what-is-recorded.webp" alt="My data page with an At a glance strip, the recording settings in force, a card for the employee's own screenshots and summaries, and the start of the list of who opened the evidence" caption="My data: what is collected about you, who opened your evidence and how long it is kept." />

<Callout type="info" title="Note">
  Every access to an employee's screenshots and other evidence is recorded with its reason. The employee sees these accesses on **My data**, with the viewer shown by role.
</Callout>

## Viewing captures [#viewing-captures]

People allowed to read captures see them in the day view, next to the intervals they belong to. A capture's page shows its time, the person, the device, the monitors and the interval. The original image opens only on request (**Show original**).

## Image analysis [#image-analysis]

If image analysis is enabled, a model describes each capture: a short summary, the applications seen, what changed since the previous capture, how it relates to the selected task, the evidence used and how uncertain the model is. Analyses are listed on the Vision analyses page (`/tracking/analysis`) and on each capture.

* An analysis can be wrong, and it never changes measured time.
* Each analysis records the provider, model and prompt version that produced it.
* People with the permission can ask for a new analysis, retry a failed one, and mark an observation as correct, incorrect or uncertain, with a note.

<Callout type="info" title="Note">
  Image analysis runs separately from the application. An outage there does not stop recording or time accounting.
</Callout>

## Retention and deletion [#retention-and-deletion]

**Settings → Workforce & recording → Retention and deletion** sets how many days each kind of data is kept: screenshot originals, screenshot previews, detailed activity, image analyses, daily summaries, exported reports and data still waiting on the desktop app. Before you save, the page shows how many records are already past the new limit. Deleted data is listed afterwards.

* A kind of data without a rule is kept.
* Publishing a value deletes nothing by itself. A nightly retention run removes data, and only what a published rule or a requested erasure covers.
* A rule may be shorter than the period stated in the recording notice, never longer. Previews cannot be kept longer than their original.
* If the recording notice states a period for a kind of data but no deletion rule is published, the page shows a warning, and employees see the same warning on **My data**.

<Screenshot src="/screens/en/tracking-retention.webp" alt="Retention and deletion page with a warning about retention that differs from the notice and a rule form per store with days, effective from, reason and a Publish button" caption="Retention and deletion: one rule per kind of data, checked against the recording notice." />

<Steps>
  <Step>
    ### Open retention settings [#open-retention-settings]

    Choose **Settings → Workforce & recording → Retention and deletion**.
  </Step>

  <Step>
    ### Set the rule for a kind of data [#set-the-rule-for-a-kind-of-data]

    Under **Rules per store**, enter the number of **Days**, the **Effective from** date and a **Reason**.
  </Step>

  <Step>
    ### Check and publish [#check-and-publish]

    Check how many records are already past the new limit, then select **Publish**.
  </Step>
</Steps>

When erasure is required for one employee or for the whole organisation, an administrator can delete the data at once. You confirm by typing "erase". Erasure cannot be undone and is recorded with your name and reason. It does not reach data still waiting in the desktop app on a computer.

<Callout type="warn" title="Warning">
  Erasure cannot be undone. Data still waiting in the desktop app on a computer is not covered.
</Callout>

## FAQ [#faq]

<Accordions type="single">
  <Accordion title="Are screenshots always on?">
    No. They are taken only when the organisation's recording policy turns them on, at an interval of 5 to 30 minutes.
  </Accordion>

  <Accordion title="Can I see my own screenshots?">
    Yes. **My data** links to your own gallery, where you see your screenshots day by day.
  </Accordion>

  <Accordion title="Will I know if someone opens my screenshots?">
    Yes. Every access is recorded with its reason, and **My data** lists who opened your evidence, shown by role.
  </Accordion>

  <Accordion title="Can image analysis change my working time?">
    No. An analysis can be wrong, and it never changes measured time.
  </Accordion>

  <Accordion title="Does publishing a shorter retention period delete data immediately?">
    No. Publishing deletes nothing by itself. The nightly retention run removes what the published rule covers. For immediate deletion, an administrator uses erasure.
  </Accordion>
</Accordions>