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How we keep your staff records safe.
You trust us with passports, contracts and personal details. This page explains, in plain English, how we keep them separate, who can reach them, and what happens to them.
Security
How your data is protected
- Data kept in the UK and EU Encrypted in transit, key fields at rest On
- Two-factor sign-in For every user On
- Every support visit logged You see who looked and why On
Your organisation’s data stays yours.
Every record belongs to exactly one organisation, and the system is built so that one organisation can never see another’s.
Separated by design
Every record carries the organisation it belongs to.
If anything ever tried to read records without knowing which organisation was asking, it is refused outright rather than shown everything. Safe by default, not by care.
Your own web address
Your staff sign in at your organisation’s own address.
A signed-in session belongs to that address. Someone signed in to one organisation who reaches another’s address is signed out.
Signing in.
Most breaches start with a stolen or guessed password, so the sign-in is where most of the protection is.
Two-factor sign-in
Available to every user on every plan, with an authenticator app and eight single-use recovery codes. It only switches on once a code proves the app was set up.
Limited sign-in attempts
Repeated failed sign-ins are slowed down, separately for each organisation, so a guessing attack on one cannot lock people out of another.
One account, one organisation
Each account belongs to one organisation. The same email address can be used at two organisations, and the two accounts never share a password or a reset.
Resets that stay put
A password reset link works only at your organisation’s address and only for that one account, so a reset at one organisation can never touch another.
Single-use sign-in links
The link that signs a new account holder in after signing up works once, only at their own address, and is stored only in scrambled form.
Safe uploads
Logos must be ordinary images. File types that can carry code, such as SVG, are refused.
What happens to your records.
An HR system holds statutory records, so we never treat them as leverage.
- Each kind of record is kept for the period the law sets, or the one you choose within its limits, then deleted or anonymised. Our published retention table lists every period.
- If a payment fails or a trial ends, your account becomes read-only. You can still see your records; you are never locked out of them.
- Under UK GDPR you remain the controller of your staff’s data, and we process it only to provide the service to you.
Your records and files are encrypted at rest by the services that hold them: the database by Neon, which runs our hosting provider’s Postgres, and uploaded files by Cloudflare R2, both with AES-256. NI numbers, dates of birth and bank details are encrypted again by us before they are stored.
Sitenet Tech Ltd is registered with the Information Commission (the ICO), the UK’s data protection regulator, under number ZB665751. You can check it on the ICO’s public register.
Where your data is, and who processes it.
The application and its database are hosted in the UK. Uploaded files are stored in the EU. Every company that processes your staff’s data for us is named, with where it does so, in our data processing agreement.
Data processing agreement and sub-processors How long records are kept
Related
Questions about security?
Book a demo and ask us anything, or start a trial and see it for yourself.