Data charter

CollabForce365 helps teams run their own work. It never watches them doing it.

What CollabForce365 records

• Work arriving: task type, date and count, captured from your systems where possible. Never email bodies or customer details.
• Work completed: task, date and count, entered by the person who did it or captured from your systems.
• Availability: contracted hours, shifts, holidays and absence. Sickness is recorded as absence only, with no medical detail.
• Skills: a level per person per task, agreed with the person, used to allocate work fairly and plan training.
• Shared mailboxes an organisation connects: when each email arrived, to count work arriving. Never who sent it or its contents. If a manager switches on AI sorting for a mailbox and the organisation has AI, today's subjects are read and sent through Structured Collaboration's AI service to suggest a breakdown; subjects are not stored, only a one-way fingerprint of each email so it is sorted once, the subtask it was sorted into and how sure the AI was.
• AI: off unless Expertivity switches it on for the organisation for a period, or the organisation connects its own AI account. What is sent to the AI and what it returns is not kept; only counts of requests. A person always confirms the breakdown: only what they save counts as work.
• Changes: when someone saves a change (an allocation, a task, a team setting), their name, the time and the kind of change are kept, so the team can see who changed what. Never what they typed or how long they spent.
• Who's here: while a page is open, the names of others on the same team page are shown. This is held in memory for 20 seconds and never stored.
• Signing in: you use your Structured Collaboration account (accounts.structuredcollaboration.com), one sign-in for every tool. CollabForce365 keeps no passwords.

What CollabForce365 never does

• No keystroke, screen, mouse, idle-time or activity monitoring.
• No league tables and no ranking of people against each other.
• No automated decisions about individuals.

Who sees what

• Each person sees their own work, figures and development plan, and the changes made on their own team.
• Team leaders see team measures, and each person's workload and available capacity so work can be allocated fairly. In the Work overview, a team leader can also see how much of the work allocated to each person was completed, as a count and a percentage, for a conversation with that person. It is listed by name, never ranked, and seen by no one else.
• Managers see team, group and organisation measures. Nothing is shown for groups too small to keep individuals anonymous.
• Individual figures are off by default. An organisation can switch them on only for named roles and stated purposes; everyone affected is told, sees their own figures first, and can see who has viewed them.