When you manage HR processes you are the data controller for your people's information. This product is built so you can run fair procedures without putting employee or candidate personal data into it. Three habits keep you compliant:
1. References, not names
The probation tracker and leave tracker ask for initials or an employee reference ("J.M.", "EMP-014"), never full names. Keep a private key linking references to people in your own HR file, outside this product. The dashboard deadlines work perfectly well on references alone.
2. Draft letters with placeholders where you can
Letter drafts you save are stored against your account. For sensitive processes (disciplinary, grievance, health-related absence), consider drafting with the template placeholders, copying the letter out, and personalising it in your own word processor on company systems — so the saved draft here never holds the individual's details.
3. Never enter special-category data
Health conditions, trade-union membership, and anything about a person's protected characteristics belong in your organisation's secure HR records with proper access controls — not in free-text fields of any third-party tool, including this one. The AI register and campaign notes should name tools and vendors, never people.
Where the product enforces this
- Tracker inputs are labelled for initials/references with warnings beside them.
- Free-text inputs that could tempt personal data carry "do not enter names" guidance.
- All saved content is isolated per account with database-level row security, hosted in the EU.
Questions about our own handling of your account data are covered in the privacy policy.