What You Can and Can’t Track in Remote Work

Introduction

The rise of remote work has revolutionized the traditional office setting, granting employees flexibility and autonomy. But with this freedom comes a challenge for employers: how to ensure accountability and productivity without crossing ethical or legal boundaries. Companies are increasingly turning to digital monitoring tools, but not everything is fair game.

Understanding what you can and can’t track in remote work is essential—not only to remain compliant with data protection laws but also to maintain employee trust and morale. This blog breaks down the dos and don’ts of tracking remote teams, offering insight into best practices and legal considerations.

Why Companies Track Remote Work

Remote work, while convenient, can create uncertainties for managers: Are employees working during designated hours? Are projects progressing on schedule? To address these concerns, many organizations implement productivity-tracking tools.

Common reasons for tracking include:

• Ensuring work hours are respected
• Monitoring performance and productivity
• Protecting sensitive data
• Maintaining compliance with labor regulations

Yet, with great power comes great responsibility. Employers must strike a balance between necessary oversight and over-surveillance.

What You Can Track in Remote Work

Remote work monitoring can be useful and legally permissible when implemented correctly. Here are some aspects employers can typically track, especially if employees are informed and give consent:

1. Time Tracking and Attendance

Tools like Toggl or Harvest allow employers to monitor login/logout times and time spent on tasks. As long as employees are made aware and agree, this type of tracking is generally legal and widely accepted.

2. Work-Related Application Use

Employers can track which work-related apps are being used and how often. For example:

• Time spent on project management software (like Asana)
• Usage of communication platforms (Slack, Teams)

This helps assess productivity without intruding into personal browsing habits.

3. Keyboard and Mouse Activity

Some platforms monitor idle time based on keyboard and mouse usage. While this is legal with consent, it should be used cautiously—some employees might find it intrusive or anxiety-inducing.

4. Email and Chat Logs (Work Accounts)

Monitoring business email and communication on company-owned platforms is permitted in many jurisdictions, especially if the employer owns the equipment or account. This helps ensure professional conduct and prevent data leaks.

5. Work Device Usage

If the device is company-issued, employers may track activity logs, software downloads, and updates. This is often necessary for cybersecurity.

✅ Tip: Always notify employees of what is being monitored and why. Transparency builds trust.

What You Can’t (or Shouldn’t) Track in Remote Work

Even if tracking seems useful, some types of surveillance cross ethical or legal lines.

1. Personal Devices and Private Accounts

Tracking activities on personal laptops or phones—especially outside work applications—is a major privacy violation. This includes:

• Monitoring personal emails
• Tracking social media usage on private accounts
• Accessing non-work-related files

2. Camera Surveillance in Private Spaces

Forcing employees to keep webcams on for the entire workday or using software that snaps random screenshots can be invasive. While video calls are acceptable for meetings, ongoing video surveillance is rarely justified or legal.

3. Location Tracking

Unless necessary for the role (e.g., field service), GPS tracking can be excessive. Tracking someone's location while working from home is often unjustifiable and may violate data protection laws like the GDPR.

4. Audio Recording or Live Listening

Software that records or listens to conversations without consent is not only unethical but illegal in many regions. Employers must avoid such extreme surveillance tactics.

⚠️ Note: Laws vary across countries and states. For example, California requires consent from both parties for audio recordings under the California Invasion of Privacy Act (CIPA).

How to Implement Ethical Remote Work Tracking

Transparency and compliance are key to a healthy remote work culture. Here's how to monitor ethically:

• Create a Written Policy: Clearly outline what will be tracked, how, and why.
• Obtain Consent: Have employees sign a consent form acknowledging the monitoring practices.
• Use Secure Tools: Ensure the tracking software complies with regulations like GDPR.
• Avoid Micromanagement: Focus on outcomes, not just activity levels.
• Regularly Review Practices: Update policies as laws and tech evolve.

Real-World Example: Tracking Gone Too Far

In 2021, a major international firm faced backlash after implementing software that took periodic screenshots and used webcams to verify employee presence. The blowback was swift—employee morale plummeted, several top talents resigned, and the company was criticized publicly. The lesson? Over-monitoring can do more harm than good.

Conclusion

As remote work continues to grow, so does the need for responsible digital oversight. Employers must focus on what truly matters—trust, performance, and collaboration—while respecting personal boundaries. Understanding what you can and can’t track in remote work is not just about legality; it’s about building a workplace culture rooted in respect and transparency.

Ready to build a legally sound and ethical remote work policy? Start with clear communication and the right tools—because empowered employees are productive employees.

FAQ: Remote Work Tracking

1. Can my employer track my activity on a personal device?
Generally, no. Employers should only track activity on company-owned devices or platforms, and only with proper consent.

2. Is it legal to take screenshots of my remote desktop?
This depends on local laws and employee consent. Invasive screenshotting is discouraged unless clearly disclosed and necessary.

3. Can an employer listen to remote conversations?
No. Audio monitoring without consent is typically illegal and a serious privacy violation.

4. What if I refuse to be tracked?
Employees should communicate concerns openly. Employers are expected to provide transparency and ensure tracking methods are fair and lawful.

5. How can I know what my company is tracking?
Your employer should provide a monitoring policy. If unclear, request a copy or clarification from HR or IT.