As employer, your organization is the controller for its employees' working-time data and must inform them (Art. 13 GDPR) and involve the works council where required. You can use or adapt this template.
Who is responsible
[Organization name and address] is responsible for the processing of your working-time data. Data protection contact: [contact]. We use jidAI by Silvertip IT-Solutions GmbH as processor under a data processing agreement.
What we record and why
We record your working times, absences, projects and tasks to fulfil our legal obligation to record working time and to manage working time, vacation and approvals. Legal basis: Art. 6(1)(b) and (c) GDPR together with the applicable working-time law.
AI features
[If enabled:] jidAI offers optional AI features, for example drafting a time entry from free text or voice. They only run when you use them. The input is processed by Google Cloud Vertex AI in the EU on behalf of jidAI and is not used to train AI models. AI features are not used to evaluate your performance.
Recipients, storage, your rights
Recipients: [HR, managers with approval rights, payroll]. Storage: [retention period, e.g. as required by working-time law]. You have the right of access, rectification, erasure, restriction, objection and data portability, and the right to lodge a complaint with the data protection authority.
Works council
[Austria: works agreement under §§ 96, 96a ArbVG / without works council: employee consent under § 10 AVRAG where the system touches human dignity. Germany: co-determination under § 87(1) no. 6 BetrVG.] Please describe how the works council was involved.