Platform Activity Monitoring Policy - Veterans Coaching Project

Policy version 1 · Last updated October 1, 2026

Draft notice: this policy is pending legal/HR review. It describes what's actually built and running today, but the wording itself hasn't been signed off on yet.

What this is

Veterans Coaching Project tracks basic usage activity for staff and interns across its internal admin tools (the Hub, Timesheet, Internal Engagement, HR, and Enterprise Center). This is used by leadership to understand platform usage and engagement, including following up when someone hasn't logged in for an extended period. It is internal workforce monitoring, not customer or visitor analytics, and it does not apply to clients, coaches, or the public.

What's tracked

The date and time you sign in to these tools.
While one of these tools is open in an active, focused browser tab, a signal is sent roughly every 3 minutes confirming the tab is open and in the foreground. This stops the moment the tab is backgrounded, minimized, or closed.
From the pattern of those signals, we estimate how many distinct sessions you had and roughly how many minutes you were active, over a selectable window of time. This is an estimate, not a precise timer, and it's capped so a tab left open overnight doesn't inflate the number.
Which tool was open at the time (for example, "Hub" or "Timesheet"), not which page or record within it.

What's not tracked

Keystrokes, mouse movement, screenshots, or screen content.
Which specific records, clients, coaches, or data fields you viewed or edited.
Any activity while a tool is not the active, focused browser tab.
Activity on personal devices, or outside these specific internal tools.

Who can see this

As of this version, the resulting data is visible to exactly one person: the organization's root/owner admin account. It is not visible to HR admins, department leads, or anyone else. If that ever changes, this policy will be updated and you'll be asked to acknowledge it again.

Your acknowledgment

The first time you open a covered tool, you're asked to confirm you've read this policy before continuing. That acknowledgment is recorded with a timestamp and the policy version you agreed to. If this policy is ever materially changed, you'll be asked to acknowledge it again.

Questions

If you have questions about this policy, contact your program coordinator.