Privacy Policy

This Privacy Policy explains what personal information Delegent (“Delegent,” “we,” “us,” or “our”), operated by HIGHTHRIVE LLC, a limited liability company registered in the State of New York (Department of State ID 7775021), collects, why we collect it, how you can access and update it, and how we use and protect it in connection with our website, web application, and desktop applications for Windows and Mac (together, the “Services”).

Delegent provides time tracking and productivity monitoring tools for teams. This policy applies to everyone who uses the Services, including account owners, members of a team added by an administrator, clients given a login by an organization, and affiliates. We do not offer the Services in the European Union, the European Economic Area or the United Kingdom (see section 3 of our Terms of Service).

1. Information We Collect

We do not collect sensitive personal data such as race, political opinions, religious beliefs, genetic or biometric data, health information, or sexual orientation. Screenshots show whatever is on your screen at that moment, so avoid displaying information like this while you are tracking time, and blur or delete any screenshot that captures it.

1.1 Information You Give Us

When you create an account, we ask for your name, email address and password, and optionally your company name and job title. If you subscribe, our payment processor, Stripe, collects your payment card details; we keep only the card brand and its last four digits. You may also give us information when you contact support or submit a form on our website. When you create an account, we record the date and the version of our Terms of Service and this Privacy Policy that you agreed to.

1.2 Information We Collect Automatically

• Device information: the operating system of each computer running the desktop app (Windows or macOS), the app's version, and when it last checked in.
• Log information: IP address, browser type, the pages you request, and the date and time of your requests, as recorded by our hosting providers; and your browser's or app's user-agent string when you sign in.
• Location information: each time a tracking session starts, including when tracking starts again by itself after an automatic pause, we look up the approximate city and country of your IP address with a location service (ipinfo.io). We keep only the most recent city and country, not the IP address, and people who can view your timeline can see them. If you use a VPN, the location shown is the VPN's. We also use your device's time zone. We do not collect precise GPS location, we do not use your device's location services, and the lookup cannot be switched off in the app.
• Update checks: the desktop app periodically downloads update information from our download server. That request carries your IP address but no account identifier.
• Local storage: cookies and similar technologies stored on your device (see Section 4).

1.3 Activity & Productivity Monitoring Data

Delegent exists to help teams track work time and activity. While a tracking session is active, the desktop and web apps may collect:

• Session times. Start and stop times of tracked sessions.
• Screenshots. Periodic captures of your screen, on Professional plans of every connected monitor up to three, at up to 30 capture moments per hour depending on your organization's plan. Capture times are randomized within each interval. On a plan that captures more than two monitors you can leave the third one out in the desktop app's Settings.
• Active application. The name of the application in focus, recorded every 10 seconds while you are active and with each screenshot.
• Browser URL. When the focused application is a supported browser, the address of the active tab, cut back to the site and the page. Whatever follows in the address is dropped on your own computer before anything is sent, so your search terms, the tokens in a password-reset or sign-in link, and any other details carried after the page are not recorded and never reach us. Only web pages are recorded: a file you open from your own computer is not. Private and incognito windows are recorded in the same way as any other. On Windows, if the app cannot find the browser's address bar, it may record other text from that browser window instead, such as an email address typed into a form, whenever that text has no spaces and contains a dot.
• Activity levels. Counts of keyboard and mouse input, recorded as intensity levels (how active you were, not what you typed), and the position of the mouse pointer every 10 seconds.
• Idle time, automatic pauses and resumes. Whether you were idle in each 10-second record, and when tracking paused and started again. Tracking pauses by itself when your computer sleeps or its screen locks and, unless your organization turns this off, after a stretch with no keyboard or mouse input (60 minutes, or another value between 1 and 120 minutes that your organization or an administrator sets for you). A pause closes the tracked session at the moment it began, which for inactivity is your last keyboard or mouse input, so idle minutes are not counted as work. After an automatic pause, tracking starts again by itself as soon as you use your keyboard or mouse with the screen unlocked, as a new session on the same task, and it keeps doing so until you press Stop, sign out or close the app.
• Derived signals. From those counts, Delegent flags patterns such as repetitive keyboard input and long mouse-only stretches, and calculates productivity percentages and a TrustScore. These are indicators for a person to review, not decisions about anyone.
• Session and account data. Selected project and task names, any notes you enter, your name and email address, your role, and your organization.

What we do not collect. Delegent does not record the content of your keystrokes, audio, video from your camera, or files on your disk. It does not capture your screen outside an active tracking session, and collects nothing while tracking is stopped. On macOS, the system asks you to allow Delegent to record your screen before its first screenshot, and keyboard and mouse counts need Accessibility access, which you turn on yourself in System Settings; without it Delegent records only whether you were active. On Windows there is no operating-system permission prompt: once you are signed in and press Start, the app can capture, and the app window is what tells you it is recording.

Controls. The account owner, administrators and assigned managers can view the monitoring data submitted under your team's account. You can blur any of your own screenshots, which hides its image from everyone while keeping its tracked time, or delete it, which removes every monitor captured at that moment from the dashboard along with the time it contributed. Deleting also erases the stored image and its thumbnail. What stays is the record that a capture happened at that moment, which is what your organization's usage figures and our audit history are counted from. Stopping tracking in the desktop application stops all capture immediately.

Withdrawing. You can stop being monitored at any time: press Stop, sign out of the desktop app, or uninstall it. Tell your organization as well, because whether you need to track time for your work is between you and your organization. To have data that was already collected deleted, ask your organization's administrator, or email us using the details in Section 14 and we will delete it within 30 days, except where the law requires us to keep it. Section 5 explains what stays on your own computer.

1.4 Information Your Organization Adds

Your organization's administrators can add information about you, such as your job title, role, pay rate, work schedule, weekly hour limit, holidays, and notes or manual time entries. We use it to produce attendance records, payroll figures and reports for your organization, and to send the alerts and emails your organization sets up: attendance alerts, suspicious-activity alerts to the email addresses your organization chooses, and weekly reports to its owners and administrators.

1.5 Information About Affiliates

If you join our affiliate program, we collect your legal name, email address, phone number, postal address, company name and tax ID; your payout details (a PayPal or Wise address, or bank account details); your typed signature on the affiliate agreement; and the IP address you signed from. Bank account and routing numbers are encrypted before they are stored. Your account shows only the last four digits, and Delegent staff can view the full number when needed to pay you, with every view logged. We use this information to track referrals, pay commissions and keep payment and tax records.

2. How We Use Information

We use the information we collect to:

• Provide, maintain, and secure the Services
• Generate time-tracking reports, activity summaries, and overtime calculations for your team
• Send the alerts, reports and notifications your organization sets up
• Process billing and manage per-seat subscriptions
• Track affiliate referrals and pay commissions
• Improve existing features and develop new ones
• Communicate with you about the Services
• Detect, investigate, and prevent fraud, abuse, or security incidents

3. How We Share Information

We do not sell, rent, or trade your personal information. We share it only as follows:

• Within your organization. Time-tracking and activity data collected under a team account is visible to that account's administrators and managers, consistent with the settings they configure. Owners and administrators can see all members, managers see only the members assigned to them, and employees see their own timeline. An organization can also give its own clients a login: a client can see the timelines, including screenshots, of the members assigned to them. Apart from the service providers below, nobody else outside your organization has access to its activity data.
• Service providers. The companies listed below process personal information on our behalf, only to provide the Services and under confidentiality obligations. They may not use it for their own purposes.
• Legal reasons. We may disclose information to comply with the law, enforce our Terms of Service, investigate potential violations, or protect the rights, property, or safety of Delegent, our users, or the public.
• Business transfers. If Delegent is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, subject to this policy or a policy at least as protective.

Our service providers

• Vercel: hosts our website and web app, and measures page speed.
• Render: runs our servers and database, in the United States.
• Cloudflare: stores screenshots and delivers the desktop app and its updates.
• Stripe: processes subscription payments.
• Resend: delivers our emails.
• Slack: receives the reports you send through the in-app “Report a problem” form, so our team can read and answer them.
• ipinfo.io: turns an IP address into an approximate city and country.
• Google Analytics: measures use of our public pages, only if you allow it (see our Cookie Policy).
• Our team in the Philippines (HIGHTHRIVE VIRTUAL ASSISTANCE SERVICES): provides support and day-to-day operations for HIGHTHRIVE LLC, and handles personal information in the course of that work.

If you book a demo, the booking page is hosted on a separate site, and the details you enter there are used only to arrange the call.

4. Cookies and Similar Technologies

We use cookies and similar local-storage technologies to keep you signed in, remember your preferences, credit affiliate referrals, and support security. On our public pages we also use Google Analytics to measure site usage, but only if you allow it in the cookie banner. You can control cookies through your browser settings; blocking some cookies may affect how parts of the Services work. We do not use cookies to serve third-party advertising. Our Cookie Policy lists each one and lets you change your analytics choice.

5. Data Retention

We keep personal information for as long as your organization's account exists, and afterwards only as long as needed to comply with our legal obligations, resolve disputes, and enforce our agreements. Delegent does not yet delete activity data or screenshots automatically, and cancelling a subscription does not delete them. To have your data, or your organization's data, deleted, email us at the address in Section 14 and we will delete it within 30 days, except where the law requires us to keep it. We keep affiliate payment records for as long as tax law requires.

On your own computer. The desktop app first writes each screenshot and activity record to a queue file in its data folder on your computer, and uploads it from there. If you are offline, or an upload fails, the item waits in the queue and goes up the next time the app is tracking and can reach our servers. That queue file is not encrypted. An item is removed from the queue once it has uploaded, but the space it used in the file is not wiped, so copies of earlier captures can remain inside the file until that space is reused. An item that never uploads stays in the queue, and neither signing out nor uninstalling the app deletes the file. If you stop using Delegent on a computer, you can delete the app's data folder after uninstalling; ask us using the details in Section 14 if you need help finding it. Anything still waiting is then lost and is not counted as tracked time.

6. Data Security

Screenshots are stored in object storage and activity records in a managed database, both hosted by our service providers. We maintain administrative, technical, and physical safeguards designed to protect your information from unauthorized access, alteration, disclosure, or destruction, including encryption of data in transit and, on our servers, at rest, and need-to-know access for our staff. The queue the desktop app keeps on your own computer is not encrypted; Section 5 explains what is in it. Delegent's own admin tools do not show screenshots or other monitored content; our staff look at that content only when needed to investigate a security or technical problem, or when you ask us to.

No method of transmission or storage is completely secure. If we become aware of a security breach that risks exposing your personal information, we will notify affected users and relevant authorities as required by applicable law.

7. International Data Transfers

HIGHTHRIVE LLC is a New York company, and our service providers store and process information mainly in the United States. Our team in the Philippines provides support and operations, so information is also accessed and handled there. When you use the Services, your information is transferred to and processed in those countries, whose data protection rules may differ from those where you live. We protect it as this policy describes wherever it is processed.

8. Your Privacy Rights

United States

Depending on your state, you may have the right to know what personal information we hold about you, to get a copy of it, to correct it, and to have it deleted. Some state laws, including California's, also give a right to opt out of the “sale” or “sharing” of personal information. We do not sell or share personal information as those terms are defined under California law, and we will not treat you differently for using these rights.

Philippines

Because our team in the Philippines handles personal information on our behalf, the Philippine Data Privacy Act also applies to that handling. Under the Data Privacy Act of 2012 (Republic Act No. 10173), you have the right to be informed, to access, to object, to erasure or blocking, to rectification, to data portability, and to damages. You may also file a complaint with the National Privacy Commission (privacy.gov.ph).

How to make a request

Email us using the details in Section 14 and we will respond within 30 days. If you are part of a team account, requests about monitoring data may need to go through your organization's administrator, who controls that data, so send them there first. If that is not possible, contact us and we will route the request appropriately. You can update most account information yourself in your account settings.

9. Workplace Monitoring Notice

If your organization uses Delegent to track your work activity, your employer, not Delegent, is responsible for telling you that monitoring is taking place and for complying with any notice or consent requirements where you work. Some U.S. states, for example New York, Connecticut and Delaware, require employers to give written notice before electronic monitoring. We provide the tools; account administrators control what is tracked and are responsible for using them lawfully.

10. Children's Privacy

The Services are not directed to, and are not intended for use by, anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

11. Email Communications

Some emails are part of the Service itself, such as password-change confirmations, security alerts, or service notices, and you cannot opt out of these while you continue using the Services. We do not currently send promotional email; if we start, it will be optional and every message will include a link to unsubscribe.

12. Third-Party Links

The Services may link to third-party websites or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will not reduce your rights under this policy without your explicit consent. We will post any changes here and, if they are material, notify you by email.

14. Contact Us

If you have questions about this Privacy Policy or want to exercise your privacy rights, contact Delegent Support at support@delegentapp.com, or write to HIGHTHRIVE LLC, 418 Broadway, Ste N, Albany, NY 12207, United States.