Last updated: November 4, 2026
This policy is published by Workforce Technologies Inc., doing business as OnTask.AI ("OnTask.AI," "we," "us"). It covers the face verification feature of the OnTask.AI service. It supplements our Privacy Policy, Master Subscription Agreement and Acceptable Use Policy. It is intended to meet the public retention-schedule and destruction-guideline requirements of the Illinois Biometric Information Privacy Act (740 ILCS 14/15(a)) and similar laws.
1. What the feature does
Face verification is off by default. An employer customer ("Customer") can turn it on for individual workers. When it is on and the worker has consented:
- the worker takes a reference photo of their face, which a Customer administrator reviews and approves;
- while the worker is broadcasting, the service takes a webcam snapshot about every 60 seconds;
- facial-recognition software compares the face in each snapshot with the reference photo. Each comparison computes a mathematical measurement of facial geometry (a "face scan");
- the result (match, no match, or no face found) is stored with the worker's recording and may raise an alert for the Customer.
Face scans may be "biometric identifiers" or "biometric information" under applicable law. They are computed in memory for each comparison and are not stored.
2. Notice and written consent
Before any reference photo is taken, the worker is shown a written notice in the OnTask.AI app. The notice explains what is collected, by whom, for what specific purpose and for how long. The worker must check a consent box and type their name as an electronic signature. The worker can instead choose "I do not consent." Without recorded consent:
- no reference photo can be captured or saved; and
- no face comparison is performed for that worker.
For each decision we record the notice version and a fingerprint of the exact text shown, the typed name, the time, the IP address and the browser. Customers remain responsible for any additional notices, consents, policies or bargaining obligations that apply to them as employers (see the Master Subscription Agreement).
3. Purpose and restrictions
Biometric data is used only to verify that the person at a worker's workstation during monitored work sessions is that worker, and to alert the Customer when an unrecognized face, or no face, is detected. We do not:
- sell, lease or trade biometric data, or otherwise profit from it;
- use it to train or improve facial-recognition or other AI models;
- use it for any purpose other than the one above; or
- disclose it except to the Customer that enabled the feature, to our contracted hosting and processing providers (Amazon Web Services) acting on our instructions, with the worker's consent, or where required by law or valid legal process.
4. Storage and security
Reference photos and webcam snapshots are stored encrypted at rest in Amazon Web Services data centers in the United States. Access is restricted to the Customer's authorized administrators and to OnTask.AI personnel and systems that need it to provide the service. We protect biometric data with at least the same standard of care we use for other confidential and sensitive information.
5. Retention schedule
A worker's reference photo is permanently destroyed at the earliest of these events:
| Event | When the reference photo is destroyed |
|---|---|
| The worker declines consent | No reference photo is taken or saved |
| The worker withdraws consent | Immediately |
| The Customer turns off face verification for the worker | Within 1 day (daily destruction job) |
| The worker's account is deleted | Within 1 day |
| The worker's account has been deactivated for 30 days | Within 1 day after the 30th day |
| The worker has not interacted with the service for 3 years | No later than 3 years after the worker's last interaction |
| A reference photo exists with no consent on record (captured before this consent process existed) | 30 days after it is first identified, unless the worker consents in the meantime. No face comparison is performed against it during that period. |
In every case the photo is destroyed when the initial purpose for collecting it has been satisfied, and never later than 3 years after the worker's last interaction with OnTask.AI, as required by 740 ILCS 14/15(a).
Webcam snapshots are kept with the worker's recordings under the Customer's configured retention settings. They are deleted when the worker's account is deleted, and in all cases within the limits above. Face scans are never stored.
6. How data is destroyed
Destruction permanently deletes the reference photo from our storage and clears the worker's enrollment, so face verification stops until the worker consents and enrolls again. Each destruction is logged with its reason. Deleted data can remain in encrypted backups until those backups expire in the normal cycle. Backups are not used to restore biometric data that was destroyed under this policy, except where the law requires it.
7. Legal holds
If a valid warrant, subpoena or court order requires us to preserve biometric data, we may keep the specific data covered for as long as the legal requirement lasts, and then destroy it under this policy.
8. Your choices and contact
Workers can view their consent status, give consent or withdraw it at any time from the Biometric Consent page in the OnTask.AI app. Withdrawing destroys the reference photo immediately. Questions or requests about biometric data can go to privacy@ontask.ai, +1 (800) 460-4631, or Workforce Technologies Inc. (dba OnTask.AI), Attn: Privacy, 2810 N Church St PMB 28466, Wilmington, Delaware 19802, USA. Workers can also contact their employer.
9. Changes
We will update this policy when our practices change and post the new effective date above. If a change affects what we collect or how we use biometric data, workers will be shown an updated notice in the app.