For employers. Before your staff start using EndExpiry, tell them what it records about them. In New South Wales and the ACT, the law requires written notice at least 14 days before workplace surveillance starts, including of how staff use computers and of their location, unless a staff member agrees to a shorter time (Workplace Surveillance Act 2005 (NSW); Workplace Privacy Act 2011 (ACT)). Elsewhere, telling staff is good practice, and helps make sure people agree to the features that use their location (for example under South Australia's Surveillance Devices Act 2016).
Copy the notice below, fill in the parts in square brackets, and give it to each staff member in writing (email is fine) at least 14 days before they start using EndExpiry, and to new staff before their first shift. This is a template only: check it against your own policies, awards and agreements, and get advice if you are unsure.
Notice to staff: EndExpiry at [business name]
Date of this notice: [date] EndExpiry will be used from: [date, at least 14 days after this notice]
What EndExpiry is
[Business name] will use EndExpiry, an online tool for tracking expiry dates, marking down stock before it expires, and checking what is on our shelves. You will use it [on store devices / on your own phone / on both] while you are working.
What EndExpiry records about you
This is surveillance of your use of a computer (the EndExpiry app). It is intermittent: it happens only when you use EndExpiry. It is ongoing, with no end date, while we use EndExpiry.
- Your account: your name, your work email address, the stores you work at, and your role.
- The work you do in EndExpiry, with your name and the time: stock you log, change or remove; markdown stickers and prices you record; your weekly product checks; products you report as "can't find" or flag as "no date found"; and products you add.
- Check-ins: before you add or change stock, you check in at the store, either by scanning the store's QR code or by using your phone's location. EndExpiry records which store, how, and when. A check-in ends a set time after the last thing you do at the store (4 hours at present), or when you switch store.
- Your location, only when you check in with it or turn on the location check: if you choose "Use my location", your phone's position is sent once, compared with the store's location, and not stored. If you turn on the location check on the Add stock page, your phone's position is sent each time you log stock, compared with the locations of the stores you work at, and not stored. EndExpiry does not track your location at any other time, and keeps no history of where you have been. You can always scan the QR code instead.
- Your weekly checks: the products given to you to check each week, and what you found.
- Points: EndExpiry counts points for jobs that keep the stock right. They are for recognition only.
- Time away: your manager may enter the dates you are away, so you are not given checks for that week. No reason is recorded.
- Alerts: if you turn on expiry alerts, the device you turned them on for.
- Reports of wrong product details: if you report that a product's details are wrong, what you write, with your name, the store and the time. Only EndExpiry's operator sees it.
- Photos of dates it could not read: if you take a photo of a printed expiry date and EndExpiry cannot read the date from it, the photo is kept (one for each product), with your name, the store, the time and the date you then enter, to improve how dates are read. Only EndExpiry's operator sees it. Taking a photo is optional: you can always type the date.
What EndExpiry does not record
- It does not record video or sound. Barcodes, QR codes and printed dates are read by your phone, and the camera's images are not kept, apart from a photo of a date it could not read (above).
- It does not record your keystrokes, your screen, or anything you do outside EndExpiry.
- It does not track your location, apart from the checks described above when you choose to use them.
Who can see it
- Your store manager and [business name]'s head office.
- Other staff at your store can see the work done there, but EndExpiry shows them "a colleague" instead of your name.
- EndExpiry's operator, which runs the service for us, only to support and secure it. Its Privacy Policy explains how it handles your information.
Why we use it
To keep our stock records right, reduce waste, mark down stock on time, make sure stock is recorded at the right store, and recognise good work. [We will / will not] use the records in EndExpiry when discussing your performance. [Describe any other purpose, or delete this sentence.]
Questions and concerns
If you have any questions or concerns about EndExpiry, please talk to [name and role] at [contact details]. We will listen to your concerns and consult with you in good faith before EndExpiry is used.