Employee Monitoring Notice — Template
Template version 2026-10
For employers: how to use this template
When your organization connects Google Workspace or Microsoft 365 to excede, the platform reads work mailboxes on your behalf. In several US states that counts as electronic monitoring of employees. New York Civil Rights Law §52-c requires employers with a place of business in New York to:
- give written notice to each employee when they are hired (electronic or paper);
- get each employee's acknowledgment, in writing or electronically; and
- post the notice in a conspicuous place employees can easily see.
Connecticut (Gen. Stat. §31-48d) and Delaware (Code tit. 19, §705) have similar rules. These are your obligations as the employer. Excede provides this template for convenience; it is not legal advice. Have your counsel review it and adapt the bracketed text before use.
Notice of Electronic Monitoring
[Employer name] ("the Company") gives this notice under New York Civil Rights Law §52-c and other applicable law.
Any and all telephone conversations or transmissions, electronic mail or transmissions, or internet access or usage by an employee by any electronic device or system, including but not limited to the use of a computer, telephone, wire, radio or electromagnetic, photoelectronic or photo-optical systems, may be subject to monitoring at any and all times and by any lawful means.
In particular, the Company uses business software that:
- reads email messages, attachments and calendar entries in Company email accounts to identify client contacts, project and proposal correspondence, and requests for proposals;
- uses automated tools, including artificial intelligence, to classify that correspondence, extract contact details, and draft replies or outreach for employee review;
- may analyze the writing style of sent email to personalize drafts, for employees who opt in separately; and
- may send email from Company email accounts when an employee or an approved workflow sends it.
Monitoring applies to Company email and calendar accounts [list systems, e.g. Google Workspace / Microsoft 365]. Questions about this notice can be directed to [name, title, contact].
Employee acknowledgment
I acknowledge that I have received and read this Notice of Electronic Monitoring.
Employee name: ______________________________ Signature: ______________________________ Date: ______________________________
After you give notice
An admin confirms in Settings → Integrations that notice has been given. Excede records who confirmed and when; mailbox connections cannot be set up until then. Keep the signed acknowledgments in your own HR records — excede does not collect them.