How much oversight is too much? Can I require time trackers? What about keeping cameras on during their entire shift?
These are fair questions. You’re paying for work, you want to make sure it’s getting done, and you need some way to verify productivity. But there’s a right way and a wrong way to do it.
This guide walks you through exactly how to set up monitoring for Filipino remote contractors, what tools actually work, and where the legal lines are drawn, both in the Philippines and in your home country.
What You Cannot Do When Monitoring Filipino Contractors
Regardless of which country you’re based in, certain monitoring practices are problematic everywhere.
You cannot install monitoring software on contractors’ personal devices without their knowledge and explicit consent. This violates data protection laws in the Philippines, UK GDPR, and emerging US state privacy laws.
You cannot monitor personal communications. If a contractor uses their work computer to check personal email or message family members, that’s off-limits in all jurisdictions.
You cannot use monitoring data for purposes beyond what you’ve disclosed. If you said screenshots are for quality assurance, you can’t later use them to discipline someone. This principle appears in Philippine data privacy law, UK GDPR, and Australian privacy principles.
You cannot share monitoring data with third parties without contractor consent. If you’re using a time tracking platform, that’s fine because they’re a data processor. But sharing a contractor’s activity logs or screenshots with other clients is a clear violation.
How to Set Up Time Tracking Software
Time tracking is the most straightforward and legally defensible form of monitoring across all jurisdictions. Here’s exactly how to set it up.
Time Doctor, Hubstaff, Toggl Track, and Clockify are all commonly used with Filipino contractors. These tools let contractors start and stop timers, see exactly what’s being tracked, and often include optional screenshot features.
In your contractor agreement, include a specific clause about time tracking: “Contractor agrees to use [software name] to track billable hours. The system will record time worked, task descriptions, and may capture periodic screenshots for quality assurance purposes.
Give contractors access to their own data. They should be able to log in and see their tracked hours, screenshots, and activity levels at any time.
This transparency satisfies data protection requirements in the Philippines, US, UK, and Australia.
When Taking Screenshots are Actually Legal
If contractors are handling sensitive data, working with your company’s proprietary systems, or doing work where quality control requires visual verification, screenshots can be justified.
The key is frequency and randomness. Taking a screenshot every 10 minutes is very different from constant screen recording. Most time tracking tools default to something like 3 screenshots per 10-minute period, chosen randomly.
Give contractors the ability to delete screenshots during breaks or when they’re handling personal matters. Good time tracking software includes a “blur” or “delete” function for this exact reason.
Require Filipino Contractors to Keep Cameras On All Day
Constant video monitoring of contractors in their own homes is very difficult to justify under the Data Privacy Act. The National Privacy Commission has made it clear that video surveillance must be necessary and proportional.
Recording someone in their private home for 8 hours straight is neither.This stance is consistent across jurisdictions.
UK GDPR would require strong justification for continuous webcam monitoring. California’s privacy laws would likely require explicit consent. Australian privacy principles emphasize minimal intrusion.
Beyond the legal issues, there are practical problems. Constant video surveillance consumes bandwidth, which many Filipino contractors are paying for themselves. It raises concerns about what’s visible in the background.
And it creates a work environment that feels more like a call center than a professional contractor relationship.
If you need video check-ins, here’s what works better. Require cameras on for scheduled team meetings or one-on-one sync calls. This gives you face-to-face interaction without 24/7 surveillance. Most contractors are completely fine with this.
Using KPIs Instead of Surveillance
The best monitoring isn’t about watching what contractors do every minute. It’s about measuring what they actually accomplish.
Set clear key performance indicators for each role. For customer service contractors, track response times, resolution rates, and customer satisfaction scores.
For content writers, measure articles completed, revision requests, and deadline adherence. For developers, track sprint completion rates, bug counts, and code review feedback.
These KPIs give you real insight into performance without needing to watch someone’s screen all day.
Update KPIs monthly or quarterly. Review them together with your virtual assistant. If someone’s missing targets, have a conversation about what’s blocking them. If someone’s crushing it, acknowledge that and consider adjusting their workload or rates.
Document KPIs in your contractor agreements. Make them specific and measurable. “High quality work” isn’t a KPI. “90% customer satisfaction rating” or “5 articles per week with less than 2 revisions per article” are actual KPIs you can track.
What Activity Levels Are Actually Reasonable
Be reasonable about what counts as “active” time. Someone might be reading, reviewing documents, or thinking through a problem without touching their keyboard. Active time percentages in the 70 to 80 percent are within the normal range.
Use activity data as a conversation starter, not a punishment tool. If you notice concerning patterns, talk about it.
Maybe the contractor is working on tasks that don’t require much computer interaction. Maybe they’re unclear about what should be tracked.
Creating Your Monitoring Policy
Every company working with Filipino contractors needs a written monitoring policy. Without one, you’re operating in a legal gray area that leaves both you and your contractors vulnerable. Your monitoring policy should include:
- Statement of Purpose – Explain exactly why you’re monitoring. Most companies monitor for accurate time tracking and billing, quality assurance, data security, and project coordination.
- Tools and Data Collection – Name every software tool you’ll use, describe what data each one collects, and state how often data is captured.
- Access Control – Specify who can view monitoring data. Contractors have a legal right to know who’s looking at their data under data protection laws worldwide.
- Data Retention Schedule – Set clear timeframes for how long you’ll keep different types of data. A reasonable approach is 90 days for screenshots and 7 years for time logs (for tax purposes).
- Contractor Rights – Explain what rights contractors have regarding their data. Under Philippine data privacy law and UK GDPR, they can access their data, request corrections, and sometimes request deletion.
- Agreement Integration – Attach your monitoring policy as an exhibit to your contractor agreement. Have contractors sign an acknowledgment that they’ve read and understood the policy before they start work.
Building Trust While Staying Compliant With Remote Monitoring
The companies that succeed with Filipino remote teams are the ones that treat monitoring as a practical business tool, not a substitute for good management.
Set clear expectations, communicate regularly, judge people on results, and respect the fact that contractors are independent professionals running their own businesses.
ManagePH handles all of this for you in one platform. Track time, manage payroll, handle PTO requests, and generate invoices without juggling multiple tools.
Get started today and stop juggling multiple tools to manage your team.
Frequently Asked Questions
Can I legally require my Filipino contractor to use time tracking software?
Yes, time tracking software is legal and expected in the Philippines. Most Filipino contractors have already used tools like Time Doctor, Hubstaff, or Toggl Track in previous roles. Under the Philippine Data Privacy Act of 2012, you must disclose what data the software collects, give contractors access to view their own data, and ensure collection serves a legitimate business purpose like billing verification.
Is it legal to require contractors in the Philippines to keep their camera on all day?
No, all-day camera monitoring is nearly impossible to justify legally. Philippine National Privacy Commission requires video surveillance to be necessary and proportional. Recording someone in their home for 8 hours meets neither standard.
Do US companies have to follow US laws when monitoring Filipino contractors?
Yes, US companies must follow American laws even when monitoring overseas contractors. The Fair Labor Standards Act (FLSA) requires tracking all hours worked regardless of location. State laws add requirements like California’s electronic monitoring disclosure rules and similar mandates in Connecticut, Delaware, and New York. When laws conflict, follow whichever is stricter.