Security and Privacy
Employee information, protected and controlled
How AiHxM protects employee data, area by area, and what is set by your company or agreed in your contract.
Security matrix
Area by area
| Area | How it is handled | What exists |
|---|---|---|
| Tenant isolation | In the product | Every company's records are separated in the database with row-level security. Automated tests try to read one company's data from another and must fail. |
| Database access | In the product | Browsers never talk to the database. All access goes through the application server, which sets the company for every request before any query runs. |
| Sign-in and multi-factor authentication | In the product | Passwords are stored hashed. Repeated failed attempts are throttled and locked out. One-time-code MFA is available, its secrets are stored encrypted, and sensitive actions can require a fresh verification. |
| Access control | Set by your company | Built-in and custom roles, access scoped to oneself, a team or the company, and separate permissions for sensitive fields such as pay and identity numbers.Your administrators set roles and scopes. |
| Single sign-on and provisioning | Set by your company | SAML 2.0, OpenID Connect and SCIM 2.0 connect AiHxM to your identity system.Set up with your identity provider. |
| Encryption of sensitive data | In the product | Sensitive values are encrypted in the application with AES-256-GCM, using a separate key for each company. Browser connections use HTTPS. |
| Audit trail | In the product | Changes are recorded with who, what and when, and the audit records cannot be edited through the product. |
| API keys and webhooks | In the product | API keys are read-only, scoped, stored hashed, shown once and revocable, and expose no pay, bank, identity or contact data. Webhooks keep a delivery history. |
| Application hardening | In the product | Standard HTTP security headers and request rate limits are applied by the application, and this website sends strict security headers. |
| Data-subject requests | In the product | A workflow to receive and handle requests about personal data. |
| Backups and restore | Agreed per customer | Backup, restore and recovery arrangements are agreed in writing for each customer before go-live. |
| Disaster recovery | Agreed per customer | Recovery arrangements form part of the written hosting agreement for each customer. |
| Hosting | Agreed per customer | AiHxM runs on managed cloud services. The hosting arrangement for a customer's production data is confirmed in writing before go-live. Dedicated hosting is available as a scoped service. |
| Data location | Agreed per customer | Where a customer's data is stored is stated in writing before contract. If your policy requires a specific country, tell us first. |
| Incident response | Agreed per customer | Incident handling and customer notification terms are set out in the customer agreement. |
| Reporting a vulnerability | Agreed per customer | Security concerns can be reported through the contact page and are reviewed by the team. |
| Service providers | Agreed per customer | The third-party services that process customer data are listed in writing during procurement. |
| Independent testing and assurance | Agreed per customer | Questions about independent testing or assurance reports are answered in writing during procurement. |
- In the productA control built into AiHxM.
- Set by your companyA control your administrators configure.
- Agreed per customerAn arrangement confirmed in writing for each customer.
Your side
What stays your responsibility
A product can only protect what it controls. These stay with your company.
Who has access
Your administrators decide who gets an account, which role they hold and when access ends.
Sign-in policy
Whether MFA is required, and how your identity system and single sign-on are set up, is your choice.
Devices and passwords
Keeping staff devices, passwords and one-time-code apps safe is outside the product.
What you load
You decide which employee data goes into the system and who may see sensitive fields.
Your own compliance
Your legal and tax obligations remain yours. AiHxM is a tool for meeting them, not advice on them.
Procurement
Sending us a security questionnaire
Send your questionnaire with a demo or consultation request. We answer it in writing.
Questions about security?
Ask during a demo or send us a message.