Privacy-first automatic time tracking

How it works

Privacy-first

automatic time tracking

Automatic time tracking should respect privacy. ManicTime gives you control over what is tracked, when it is tracked, and what is shared.

You can also keep data on your own hardware if required.

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Why privacy matters

Time tracking fails when people feel monitored rather than supported. A privacy-first approach focuses on transparency, control, and purpose. Teams should know what is tracked, why it is tracked, and how the data is used.

When privacy is respected, adoption improves and data quality gets better. People are more willing to review and tag their timelines when they feel in control.

Privacy principles

Transparency: explain what data is collected and how it is used.
Control: allow teams to choose what is tracked and shared.
Minimization: collect only what is needed for reporting.

Controls in ManicTime

ManicTime lets you decide what to track, when to track, and what to share with the server. You can also keep data on your own hardware if you need full control over storage.

These controls help teams meet internal policies without sacrificing the accuracy benefits of automatic tracking.

See privacy controls

Best practices for privacy-first tracking

Be clear with teams about what is tracked and why.
Use scheduled tracking for defined work hours.
Keep sensitive data local when required.
Allow personal or private time categories where appropriate.

Small adjustments like these can dramatically improve trust and adoption.

Common privacy pitfalls

Rolling out tracking without explaining the purpose.
Collecting more data than you actually use.
Using tracking data for performance surveillance instead of project reporting.

If teams feel tracked for the wrong reasons, adoption will suffer. Privacy-first policies prevent that.

Example policy outline

A simple policy can clarify expectations and reduce anxiety. Example outline:

We track work activity for project reporting and billing.
We do not track personal time outside defined work hours.
Team members can review and edit their timelines.

Get started

Start with a small pilot group, document your privacy policy, and gather feedback. Adjust the settings and workflow before scaling to the full team.

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What is tracked and what is not

Automatic tracking should focus on work activity, not personal behavior. The purpose is to create reliable project reports, not to monitor people. Settings should reflect that distinction clearly.

Clear boundaries reduce anxiety and make it easier for teams to engage with the tracking process.

Handling sensitive projects

If your team works on sensitive projects, consider limiting shared data or keeping it on local infrastructure. The goal is to satisfy reporting needs without exposing unnecessary detail.

A simple rule of thumb: share only what you would be comfortable discussing in a project review meeting.

FAQ

Is privacy-first tracking compatible with billing?

Yes. You can generate accurate reports without exposing unnecessary details, as long as the workflow is consistent.

How do we communicate the policy?

Share a short document that explains what is tracked, why it is tracked, and how the data is used.

Can teams opt out of certain tracking?

Yes. The ability to choose what to track and when to track improves adoption and trust.

Will privacy controls reduce accuracy?

Not if applied thoughtfully. The key is to track enough to support reporting while avoiding unnecessary detail.

Review and retention

A privacy-first workflow includes regular review and reasonable retention. Encourage team members to review their timelines daily, and keep historical data only as long as it is needed for billing, planning, or compliance.

Clear retention rules make privacy expectations explicit and reduce risk.

Rollout checklist

Document what is tracked and what is not.
Explain how the data will be used for reporting.
Provide a feedback channel during the pilot.

A small pilot with clear communication reduces friction and improves long-term adoption.

Questions to answer with stakeholders

What reports do we actually need?
Who can see which data?
How long should data be retained?

Answering these questions early makes the rollout smoother and avoids policy changes later.

Key takeaways

Privacy-first tracking is about clear purpose, transparency, and control. If you collect only what you need and explain how it is used, teams are more willing to engage with the process and the data becomes more reliable.

Next step

Review your current reporting needs, then configure tracking settings to match those needs rather than collecting everything by default.

Related guides

Our customer

opinions

Katie

This software automatically tracks the time you spend on your computer. When you step away from your computer for a certain length of time (set by user), it will prompt you to tag that time. For example, if I'm getting coffee and have a 20 minute chat about the weekend, I tag it as personal. But if I have a chat about an upcoming or existing project, I tag it about that project. For the tasks you do on the computer, it can save screenshots every X seconds (again, set by user), so that you can have a reminder when you go to do your billing what each task was for.

Richard

There is a lot to love about Manic Time. It was easy to use and did way more than I was expecting from it. The reporting was informative. The editing was awesome. Tagging and managing the time tracked is robust, yet simple. It is great at taking the tracking out of time tracking. It just does 90% for you. The last 10% is tagging and validating. It really does an amazing job at showing how much time is wasted on mundane tasks or mindless browsing. I handed in my time to a project manager. He asked how I knew I worked 3.28 hours on a specific task. "Manic Time" was my answer.

Dr Steve Day (podcast)

Time tracking and its importance in business operations are discussed in this episode. Dr. Steve Day shares update on their time tracking policies, including the use of new apps and tools such as ManicTime, particularly focusing on the implementation of screenshot tracking.

Listen now

Brenda

I do contract work and manage multiple projects where I bounce between projects on an almost by the minute basis. Once tagging is setup I can easily tag all my activities as I do them and my time accumulates in each project bucket. At the end of the day my timesheet is a breeze. This is the best tool I have found so far for a work style that involves heavy duty multi-tasking. I don't know what I would do without ManicTime. Well designed and thought out product.

Mary

I like this application because with manic time we can verify who does their right job. And we also have better control because we can choose the best workers to increase production works very well and without errors.

Gary

Just renewed my licence for another year Just thought I'd let you know that this is one of the best pieces of software I've ever installed on my computer, free or paid for. I run my own business which principally relies on writing technical reports. ManicTime has made it so much easier to track my time over the various projects and therefore manage my fees and costs. (And your support has been excellent when I have had the odd problem).

Oliver

Just wanted to let you know that I think your software has helped me capture $1000's of dollars in revenue that I just wasn't billing before, as I wasn't doing a very good job of tracking my time. With ManicTime I get it all, and if I were ever to be audited by a client, I could give them every detail. Thanks so much!

Judy

The interface is very intuitive and easy to use. The ability to tag and color-code my work allows me to see at a glance how my day has been going. I can organize and structure things as much or as little as I like. What a great product!

Joshua

ManicTime’s ease of use is unmatched, thanks to its intuitive interface and flexible granularity in time-tracking. The power to dive as deep as you need into data with comprehensive tagging and reporting systems is a significant upside. Its vast number of features like document, application, and activity trackers streamline the process of managing and analyzing time efficiently. Moreover, ManicTime’s advanced search capabilities, coupled with the functionality to annotate tagged time, make it a vital tool for enhancing productivity and recalling information during discussions.

Adam

I like that it tracks inactive time on the computer so that you can remember when you started working and when you stopped, and when you took breaks. Very easy to use, I don't have to remember to log in and the app does everything for me without me even doing anything except installing the program. It shows exactly what page and project you were working on and for how long and when.

Amanda

It provides with useful reports which track and monitor the computer usage of employees, as well as the time spent on each computer program or application. Also the presence of an automatic screenshot feature resulted in an increase in my employees’ productivity. It runs automatically on my computer, great.