Your data and privacy

This page brings together, in one place, who can see what you put into VirgilTrack, and what is sent outside it. It describes what VirgilTrack shows on its screens. Your organisation’s own rules about information also apply.

At a glance

What	Who can see it in VirgilTrack
Your weekly check-in	Only you, unless you tick Share this with my manager.
Your team’s check-ins, together	The manager they report to: an average without names, and only once at least 5 people have answered.
Your self-assessment and practice conversations	Only you.
Your submitted weekly report	The person you report to. Points from it can travel further up, and some are shared with other departments.
What VirgilTrack finds in your connected mailbox	Only you, until you confirm it.
Your conversations with Virgil Copilot	Only you.
Your Private Chat messages	You and the colleague you write to.
A task’s conversation	Anyone in your organisation.
Your sign-in history	Only you.
Your work record	You, the person you report to, your department’s managers and the CEO. An issued record can be checked by anyone with its link.

The sections below explain each one.

Your weekly check-in and emotional intelligence

VirgilTrack never tries to read anyone’s feelings. A manager’s Your team tab on the Emotional Intelligence page says it plainly: “VirgilTrack doesn’t guess how anyone feels.” Everything about how you feel comes from what you choose to answer.

Your weekly check-in is private unless you tick Share this with my manager. If you share it, the person you report to sees your answer and your note in their Your team tab, for this week and last week. An answer you give with one tap in Friday’s email is always private.
The team pulse is the only thing your manager sees from unshared answers. Team pulse, last 30 days is the average answer of everyone who reports to them, with how many answers of each kind there were, and never any names. Every answer counts towards it, shared or not. It only appears once at least 5 different people have answered, so no one can be identified.
Your self-assessment, your practice conversations and your scores are only for you. VirgilTrack saves each practice conversation and Virgil’s feedback on it, so you can see your practice history.
Kudos you receive are yours to see. Your manager sees how many you received in the last 30 days.
Workload facts in a manager’s Your team tab are things a manager can already see elsewhere: open, overdue and rescheduled tasks, missed weekly reports and kudos received.

See The weekly check-in and Emotional intelligence.

Your work reports

When you submit your weekly report, the person you report to can read it. Managers tick the points that matter for their own report, which goes on to the person they report to. The CEO turns a month of reports into a report to Council. See Work reports and records.
If a point in your report describes something other departments need to know, such as a system outage, VirgilTrack shares it with everyone in the affected departments. They see your name, your department and what you wrote. This can happen before you submit: VirgilTrack reads your report’s points about ten minutes after they are written or changed. See News from other departments.
The ready-made sentences VirgilTrack offers you, its suggestions and activity prompts, are only offered to you. Nobody else sees them unless you put them in your report. See Suggestions and activity prompts.

Your connected mailbox

VirgilTrack only reads your email if you connect your mailbox yourself, in Settings, then Mailboxes, and tick I agree to my mailbox being read this way. The page explains what happens: “Emails marked Private or Confidential, newsletters, automated mail and anyone you exclude are skipped, and personal email is set aside. Only what it finds is kept (tasks, work done, progress), never your emails, and nothing is used until you confirm it.”

It reads the email you receive and send, from the start of your organisation’s financial year, and then new email as it arrives.
What it finds waits for you on From your email. Only you see it there.
For each task it finds, VirgilTrack keeps the email’s subject and who it went to. While the task waits for you, it also keeps the new part of the email, so you can check it. Once you decide, that part of the email is removed.
For other finds, such as progress notes, it keeps the email’s subject and a short description of what it found.
To stop the reading, select Disconnect. VirgilTrack asks “Disconnect this mailbox?” and explains: “Tasks already created and findings you kept stay; everything still waiting for your check is removed.”

See Connect your mailbox and Tasks from your email.

Virgil Copilot and VirgilTrack’s AI

Your saved conversations

VirgilTrack saves your conversations with Virgil Copilot, so you can pick one up again later. In VirgilTrack, only you can see them. You can delete a conversation in Conversations; a deleted conversation can’t be brought back. See Your saved conversations.

What the AI service receives

Virgil, and VirgilTrack’s other AI features, use Google’s Gemini AI service. To do each job, VirgilTrack sends the service what that job needs. For example:

what you ask Virgil Copilot, and the VirgilTrack information Virgil looks up to answer you;
the emails it reads from a mailbox you connected;
what you write in a practice conversation;
the points in your work reports, with your name and department, to find news for other departments;
a strategic plan your organisation brings into VirgilTrack.

When Virgil Copilot can’t help

When you ask Virgil Copilot for something VirgilTrack can’t do yet, VirgilTrack emails the request to the VirgilTrack team, so they can consider building it. The email contains:

what you asked, and Virgil’s answer or its view of what would be needed;
your name, your role and your email address;
your organisation;
the page you were on, and the time.

Sometimes Virgil tells you it has passed your request on. At other times, when Virgil’s answer says it can’t do something, the email is sent without Virgil saying so. Answers about what your role allows, or about a search that found nothing, aren’t sent. The same request from the same person is sent at most once a day.

Private chat and messages

Only you and the colleague you are writing to can read your Private Chat conversation. If you ask Virgil Copilot to summarise your chats, it reads your own conversations, for you.
If a message to you is still unread after 10 minutes, and you aren’t online, VirgilTrack emails you, and the email shows the message. To stop these emails, untick Email for Private messages in Settings, then Notifications.
Your colleagues can see when you have read their messages, in Private Chat and in a task’s conversation.
A task’s conversation isn’t private: anyone in your organisation can read it and write in it. See Messages and mentions.

See Private chat.

Your sign-ins

VirgilTrack records sign-ins to your account on the Sign In page, and attempts that fail because of a wrong password. Each record has the time, the internet address you signed in from (the IP address) and details of your browser. To see your own, select the flag in the header: Activity Logs opens, with entries such as “Successfully logged in on Web with IP=…”. In VirgilTrack, only you see this list. See Find your way around.

Your work record

Your work record is built from what VirgilTrack recorded while you worked: the work you were given and how you did it, the work you delegated, and your weekly reports. You, the person you report to, managers of your department and your organisation’s CEO can see it. In this version, the Work Record screen only opens for platform administrators, but the people above can ask Virgil Copilot about the record. See Known limitations.

When a record is issued as a PDF, anyone with its link or code can check it online without signing in. The check page shows the record as it was issued: your name, job title, department and organisation, the period, who issued it and when, and its figures. It can also show the skills profile, the kinds of work you did with a short example from your reports or tasks for each, and the work given to you that you completed, with how you did it. A record can be withdrawn; the check page then says so, with the reason. See Your work record.

Your profile and your status

Colleagues see your name and photo across VirgilTrack, for example on tasks, reports and chat.
VirgilTrack’s platform administrators, the Virgil Finance staff who support organisations, see your name, email address, organisation, department and role in their Users list, so they can help with your account.
The team bar under the header shows whether you are online, away or offline, or when you were last seen. See Find your way around.
Keep my profile private, under Profile in Settings, says “Colleagues still see your name on shared work, but not your profile details.” In this version, VirgilTrack saves your choice, but no screen uses it yet. See Known limitations.

If you tried a demo

A demo link opens a private demo organisation with made-up data. The platform administrators who manage demo links can see what was done in it: how often the demo was opened, which pages were viewed, which demo people were switched to, how far the guided tour got, which quick actions were run, the name typed for the organisation, and whether a strategic plan was uploaded, with the file’s name. See Try VirgilTrack with a demo link.

Emails, texts and calls you can stop

In Settings, then Notifications, choose which notifications also reach you by email, text or phone call. Emails about Work delegated to you and System notices can’t be switched off.
Every notification email ends with Notification settings and, for messages you can switch off, Stop these emails. Stop these emails works without signing in.
Texts and calls only reach you once your mobile number is verified and Texts and calls is on. Only reminders can phone you, and colleagues’ reminders only if you tick Call for Reminders.
VirgilTrack doesn’t send texts or make calls between 20:00 and 07:00 in your time zone.

See Choose your notifications.

When you leave

You can’t delete your own account, because your work belongs to your organisation. You ask for it to be closed: your CEO or an administrator hands your work over and closes the account. Your work record is kept. See Your work record and leaving.