Security

MadyHR holds employment records, Right to Work evidence and sponsor compliance data for UK employers. This page gives concrete answers about how that data is protected, not a reassuring paragraph.

Where your data is held

MadyHR's application, database, cache and backups run in the European Union, in Amsterdam, Netherlands, on infrastructure provided by Railway. The UK recognises the EEA as providing adequate protection for personal data, so no additional transfer safeguard is needed for this hosting.

A small number of supporting services run outside the UK and EEA. Each is on our Subprocessors page, with the safeguard that applies.

Separation between customers

Every query is scoped to your Company at the application layer.

Isolation is checked by automated tests that attempt cross-company access.

Access control

Inside your account, permissions are role based and you decide who sees what. Salary, bank details, passport and Right to Work evidence are restricted fields. Sickness records are health data, so give access to them only to the roles that need it.

Inside MAKZEE, access to production systems is limited to personnel who need it to operate and support the Service, bound by confidentiality obligations, and protected by multi-factor authentication.

Encryption and masking

Data is encrypted in transit using TLS across the whole Service, including the API.

Data at rest is encrypted at the storage layer. An employee's National Insurance number, passport number and bank details are additionally encrypted at the application layer, not just on disk, and are only ever shown masked. Document numbers recorded on sponsor compliance documents, such as a visa or passport number, are protected by the storage-layer encryption.

Documents

Uploads are checked against an allow-list of file types and extensions, a size limit, and a malware-scan hook before anything is stored.

Documents live in a private, S3-compatible bucket with server-side encryption. Every download uses a signed link that expires. Documents are never served from permanent or guessable public addresses.

Append-only audit log

Changes to Right to Work status, salary and permission grants are written to an audit table in the same transaction as the change. The log cannot be edited or deleted through the product.

Support work is carried out through the application, not directly against the database, so it appears in the same trail.

Backups

Backups are encrypted and held in the same EU region as the production database. Restore procedures are tested.

Deleted data is removed from active systems immediately. Copies in backups are not accessed or restored, and are overwritten in the normal backup cycle.

Payment

Card numbers are entered directly into Stripe Checkout and never reach our servers. We see only that a payment succeeded.

Artificial intelligence

MadyHR's AI features run on the Anthropic Claude API under Anthropic's Commercial Terms. Anthropic does not train on content submitted through the API, deletes API inputs and outputs within 30 days by default, and MadyHR submits no conversation feedback. National Insurance numbers and bank details are never sent to the AI service, and when Ask Mady answers a question about one employee, their name is replaced with a label before the question leaves MadyHR. Full detail is in our AI Policy.

Reporting a security issue

If you believe you have found a vulnerability, email support@madyhr.ai with the subject line "Security" and enough detail to reproduce it.

We acknowledge within 2 working days and keep you informed while we investigate. Please do not publicly disclose the issue until we have had a reasonable opportunity to fix it, and do not access, modify or delete data belonging to anyone else while testing. We will not take legal action against anyone who reports a genuine issue in good faith and follows this process.

If something goes wrong

We maintain a written incident response procedure. If a personal data breach affects data we hold on your behalf, we notify you without undue delay with what we know: what happened, what data, what we are doing, and what you may need to do. As controller, the decision whether to report to the ICO is yours; we give you what you need to make it and to meet your own deadline.

Honest about scope

MadyHR is HR and sponsor compliance software. It does not submit reports to the Sponsor Management System, does not carry out Right to Work checks for you, and does not give legal or immigration advice.

Contact

MAKZEE LTD, 383 High Street, Cowdenbeath, KY4 9QW, United Kingdom
support@madyhr.ai · Registered in Scotland, company number SC877764 · ICO registration ZC248854

Related: sponsor compliance · every HR module · pricing