SECURITY & PRIVACY
Your people's data, handled with care
Employee records include national ID numbers, salaries and family contacts. Here is exactly how PeopleMotive HR keeps them safe, and how you stay in control.
The short version
Only the right people see it
Each person sees only what their role allows, and every company's data is kept separate.Every change is recorded
An append-only audit log shows who changed what, and when.You stay in control
Our staff can only look inside your account if you approve it, and you can export your data or close your account at any time.
Signing in
- Two-factor sign-in
- Anyone can turn on two-factor sign-in with an authenticator app, or sign in with a passkey.
- Required for admins
- People with admin access must use two-factor sign-in. A stolen password alone is not enough to open the parts of your account that matter most.
- Same protection on the phone
- The Android app supports two-factor sign-in too.
Access control
Every person in PeopleMotive HR has a role: Employee, Manager, HR admin, Group admin or Viewer. Each role sees only what it needs. An employee sees their own record. A manager sees their team. An HR admin works within one company. The Group admin manages users, roles and billing across the organization.
If you run several companies, each company's data is kept separate. This separation is enforced in the application and again at the database level, with row-level security acting as a second lock. Even if one check failed, the database would still refuse to return another company's records.
Encryption and file storage
- Sensitive fields encrypted
- National ID and passport numbers and other sensitive fields are encrypted in the database.
- Private file storage
- Employee documents are stored privately, never in a public folder.
- Short-lived download links
- Files open through signed links that expire quickly, so a forwarded link stops working. Every document download is recorded.
Audit log
The audit log records who changed what and when: employee records, leave balances, approvals, roles and settings. It is append-only, which means entries can be added but not edited or deleted, by your team or by ours.
Group admins can open the Audit log at any time. When someone asks "who changed this?", you will have the answer.
Backups
- Daily encrypted backups
- Your data is backed up every day.
- Kept off the server
- Backups are encrypted and stored away from the server that runs the app, so a problem with one does not affect the other.
Support sessions you approve
We request access
When you ask for help, our team may request a support session. You see the request under Help & support.You approve, or not
Nothing happens until an admin in your organization approves it. The session is time-limited.Sensitive data stays hidden
During the session, salary and sensitive personal data are hidden from our staff.Every page is logged
Each page our staff open is recorded, and you can end the session at any moment.
Sometimes our support team needs to see what you see to help. We never open your account without asking.
Your data is yours
Export any time
Group admins can export your organization's data from Data & account whenever they want, not only when leaving.Close your account
You can close your account. If a subscription is cancelled, you have 90 days to export your data first.Never used to train AI
Your data is used to run PeopleMotive HR for you. It is never used to train AI models.
Check-in privacy
- Location only at check-in
- The app checks the phone's location against your work places at the moment someone checks in or out. It does not track location during the day.
- The server sets the time
- Check-in time comes from our server, not the phone, so it can't be changed by adjusting the phone's clock.
- Selfies are optional and temporary
- Companies can choose to ask for a selfie at check-in. Selfies are kept for 30 days and then deleted automatically.
- Employees can see their own record
- Every employee can see their own attendance history and request a correction with a reason.
Phone check-in is designed to confirm attendance, not to follow people around.
Responsible disclosure
If you believe you have found a security weakness in PeopleMotive HR, please tell us at hello@peoplemotive.com. Include what you found, how to reproduce it, and how we can reach you.
We ask that you do not access or change data that isn't yours, do not disrupt the service, and give us reasonable time to fix the issue before sharing it publicly. We will acknowledge your report, keep you updated, and thank you for helping keep our customers safe.
Legal documents
- Privacy policy: what personal data we collect, why, and your rights.
- Terms of service: the agreement between your business and PeopleMotive.
- Data processing agreement: how we process employee data on your behalf.
Have a security question before you sign up?
Tell us what your business needs to know. We will answer plainly, and we will tell you if something isn't covered.