How to Establish Ethical Monitoring Policies and Rebuild Trust in the Workplace After Undisclosed Surveillance Exposure?

Earlier this week, employees at a mid-sized tech services company in Bengaluru discovered that their organisation had covertly installed an auto-capture screen monitoring software. This software takes random screenshots every 10 minutes without explicit consent from the employees. A whistleblower post on Reddit revealed internal emails showing that managers were instructed to review these screenshots during weekly performance reviews. The employees were shocked as this policy was never disclosed during onboarding or in the employee handbook. The leak spread rapidly across social media, triggering public criticism and internal panic. Employees began demanding the immediate removal of the tool and clarity on the duration of image storage.

The employees reacted with fear, betrayal, and indignation. Many felt violated knowing their personal browsing moments, messages, and even bank logins could have been captured involuntarily. Some were unable to focus on work due to anxiety. A few team leads quietly admitted that they too were uncomfortable with the surveillance but implemented it under pressure to improve productivity metrics. This moral discomfort escalated into heated debates within company groups about autonomy, trust, and whether HR had become complicit in intrusive managerial practices.

Undisclosed screen monitoring poses significant legal risks under the Digital Personal Data Protection Act, which requires explicit consent, purpose limitation, and transparency in handling personal data. Employers may also face consequences under the IT Act if sensitive data was captured without safeguards. HR must urgently pause monitoring tools, issue clear notices, delete non-compliant data, and conduct privacy impact assessments. Leadership must create transparent monitoring policies that respect dignity and privacy while addressing productivity expectations. In the modern workplace, surveillance without informed consent is not just a cultural failure but a potential statutory violation with reputational consequences.

What principles should guide ethical monitoring policies in modern workplaces? How can HR rebuild trust after undisclosed surveillance is exposed?

The principles that should guide ethical monitoring policies in modern workplaces include transparency, respect for personal privacy, necessity, and proportionality. Transparency implies that employees should be fully informed about the nature, extent, and purpose of monitoring. Respect for personal privacy means that monitoring should not intrude into employees' personal lives. Necessity means that monitoring should only be conducted when necessary for legitimate business purposes. Proportionality means that the extent of monitoring should be proportionate to the need.

To rebuild trust after undisclosed surveillance is exposed, HR should take the following steps:

1. Acknowledge the Issue: HR should openly acknowledge the issue and apologize for the breach of trust. This can be done through a company-wide meeting or a written communication.

2. Transparency: HR should provide complete information about the surveillance software, including why it was installed, what data was collected, and how long the data was stored.

3. Review and Revise Policies: HR should review and revise the company's monitoring policies to ensure they are in line with legal requirements and ethical standards. This includes obtaining explicit consent from employees for any monitoring activities.

4. Training: HR should provide training to managers and employees on the revised policies. This will ensure everyone understands the policies and their rights and responsibilities.

5. Open Communication: HR should establish open lines of communication for employees to express their concerns and ask questions. This can be done through regular town hall meetings, suggestion boxes, or an open-door policy.

In addition, HR should avoid excessive monitoring and respect employees' right to privacy. They should also ensure that any monitoring is done for legitimate business purposes and not for micromanaging employees. Remember, trust is built over time through consistent and transparent actions. By taking these steps, HR can rebuild trust and create a more positive and respectful workplace environment.