From the incorporation to the absences, going through the
registration of the working day or any other of the multiple tasks that make up
the human resources management processes, any professional operating in this
environment knows the importance of protecting data with that works. Personal
and professional data, many of them highly sensitive and that must be kept
safe.
In all likelihood, you have already organized the internal
processes to ensure that all data is managed correctly, even at this critical time
when they work remotely. But have you thought about what the suppliers are
doing? Do you know what measures they have taken to protect the data and
that of the team and keep it safe?
According to GDPR, responsibility for security rests with the
organization that owns the data ("controller"). Therefore, it is
up to you to ensure that the suppliers also comply with the cybersecurity
procedures and standards required so that the employees' data is safe.
At this time for any HRMS Software, it is
very important to reassure the security of the information they manage for them
and to offer readers some insights into what to expect from all of their
suppliers. Security is an integral part of the culture and the ways developers
grow their software.
Let's see some aspects.
ISO 27001: more
than a certification
ISO 27001 certification is an international standard intended to
define the necessary requirements to establish and administer an information
security management system, and includes aspects related to logical, physical
and organizational security.
HRMS Software is ISO 27001 certified. This doesn't just mean
having an accreditation out of the box, it shows how secure the processes and
software are. Furthermore, as a developers, they they are all responsible
for data security and recognize its importance, so they also pay special
attention to its daily management.
How safety is
part of DNA
· Formal onboarding: Each new employee
who joins the organization dedicates a training session on data security
management during their first days with the company.
· Clear Documentation - Each employee
should confirm that they have read thesecurity policies and know where to find
them if they need to refer to them in the future.
· Continuous training: compulsory training sessions are scheduled throughout the year
· Appropriate processes and tools: Each employee is
provided with all the tools necessary to work safely, such as encrypted
computers and secure data exchange systems.
· Controlled access: access to the HRMS software in use is
managed to reflect the roles and responsibilities of each; for example,
only the IT team is authorized to install software on company computers.
Technological
aspects of security:
The HRMS software in the cloud is developed so
that the clients never have to doubt the security of the data they manage for
them. How do they do it?
1.
Safe from
scratch
The HRMS is built from the ground up to be a secure cloud system. They
have not taken an old code to re-adapt it to the web, but they have invested in
the development of a complete and international human resources software,
specifically designed to be accessible online, with a robust
security system at all levels . The system is
constantly monitored to track security threats and is subject to periodic penetration
testing so that security is validated by independent entities.
2.
Regular updates
With the advancement of technology, cybercriminals are getting
more creative in attacking businesses; this means that to stay safe, the
software must be regularly reviewed, tested, and updated.
Human resource systems developed to be on site and then migrated
to the cloud are expensive and difficult to keep up to date. The benefits
of an HR Cloud system like Cezanne HR are that updates are faster and available
to all customers at the same time, with no service interruptions or additional
costs.
3.
Certified
accommodation
The Cezanne HR platform is hosted on the servers of Amazon web
Service, the world's leading provider of cloud infrastructure. In
compliance with the regulations on personal data protection, the clients' data
is stored exclusively on internal servers in the European Union.
4.
Security roles
Thanks to configurable security roles, the HRMS system allows you a very high level of transparency for all team members, while you can control who has access to the information. You can authorize which users see or edit certain data based on their assigned role (Human Resources Administrator, Limited Human Resources, Line Manager, Self-Service Clerk), each of which can be modified to reflect additional differences between different groups of users.
5.
Data encryption
They use a secure encryption system to protect employee data
(stored within an encrypted file system) and its transmission, including the
use of SSL certificates, the standard technology for creating encrypted links
between a web server and a browser.
6.
Password
security
Cezanne HR never stores complete passwords, but only a hash of
them, protecting them using sophisticated hashing and salting techniques. Customers
themselves can set internal system rules to force users to use strong
passwords. You can also use secure single sign-on systems or two-factor
authentication (2FA).
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