Attendance verification notice
Employer: [Your company legal name]
Effective date: [Date monitoring features are enabled]
What may be collected
When you clock in or out using TimeOff Manager (web, mobile, or kiosk), your employer may require:
- Location data — GPS coordinates and/or validation that you are within an assigned work site geofence.
- Photo data — a selfie image captured at clock-in or clock-out for attendance verification. When this feature is on, the image may be sent to a third-party automated verification service (Google Gemini) to confirm a visible face before the punch is recorded.
Your employer chooses which of these features are required. Features are off unless your employer enables them.
Purpose
Location and/or photo data are used to verify attendance, apply your employer’s timekeeping policies, and support payroll and workforce reporting.
Retention
Clock-in/out timestamps and related attendance records are kept according to your employer’s record-retention practices and applicable law. When photo verification is enabled, selfie images are retained for [7 / 30 / 90] days (as configured by your employer; the product default is 30 days) and then deleted from the service, while non-photo attendance records may be kept longer.
Who can see this information
Authorized managers, HR administrators, and payroll staff at your employer can access attendance data according to their role permissions. PositionMySite operates the TimeOff Manager platform as a service provider and processes data on your employer’s instructions.
How to ask your employer to change or disable monitoring
If you have questions about why monitoring is required, or wish to request an accommodation or disable a feature for your account, contact your employer’s HR or payroll administrator. Your employer controls product settings and workplace policies.
Illinois employees (photo verification)
If you work in Illinois or are otherwise subject to the Illinois Biometric Information Privacy Act (BIPA), your employer may require separate written consent before photo verification can be used for your account.
Employee acknowledgment (optional template)
Employers may collect a signed or electronic acknowledgment separate from this notice.
I have received and understand the attendance verification notice above.
Employee name: __________________________ Date: ______________