deskbird is designed to balance workplace transparency with individual privacy. This article explains what data deskbird tracks, what your colleagues can and cannot see, and how to adjust your personal privacy settings.
1. What deskbird tracks
deskbird records information needed to run the desk booking and hybrid scheduling service. This includes:
- Your bookings — which desk, room, or parking spot you have reserved and when
- Your schedule — whether you have marked days as in-office, remote, or off
- Check-in events — when you checked in to a booked resource
- Profile information — your name, photo, and office function if set
If automatic check-in is enabled by your company, the mobile operating system may use your device location to trigger a check-in. deskbird itself does not store your personal location data — it only receives a yes/no signal that you have entered or left the office geofence. Disabling location permissions on your device immediately deactivates this feature.
2. What colleagues can see
By default, colleagues with a standard user account can see:
- Your name and profile photo
- Which days you are booked in the office
- Your schedule for the week (in-office, remote, or off)
- Your office function (e.g. First Aider) if you have one assigned
If your profile is set to private, a colleague must send you a follow request and you must accept it before they can view your schedule or bookings. See Control your own privacy settings for steps.
3. What only admins can see
Certain information is only accessible to users with elevated roles — such as managers, office administrators, and global administrators:
- Full booking history across all users
- Analytics and occupancy reports
- The ability to view and manage bookings on behalf of other users
⚠️ Managers and admins always retain full visibility of user activities, even if a user has set their profile to private. This is required for team coordination, safety compliance, and workplace management.
deskbird also maintains a Trust Center that documents security policies, certifications, and how customer data is handled — your admin or legal team can access this for compliance purposes.
4. How to adjust your privacy
You can manage your personal privacy settings from Profile > Privacy settings:
-
Private profile — if enabled by your company, switch your profile to
privateso only approved followers can see your schedule and bookings. - Data privacy — opt in or out of anonymised performance and analytics data that helps improve the deskbird platform.
For detailed steps on each setting, see Control your own privacy settings.