Security & privacy
Your people's data stays with you
HeartWoodHR™ runs on a server you control. No shared databases, no data sent to AI companies, and full access to your records, always.
Your own server
Install on any cloud or on-premises server. Hosted customers each get a private instance with a separate database.
Private AI
The AI model runs next to HeartWoodHR™. Questions and records are never sent to an outside AI service.
Two-factor sign-in
Protect every account with a second step, or sign in with your LDAP directory.
Roles & permissions
Managers see their team, employees see themselves, and HR sees what HR needs.
Audit history
Important changes are recorded with who made them and when.
Backups & restore
Nightly backups, one-command restore, and updates that take a backup first.
Privacy
Clear answers about your data
- Connections are encrypted with HTTPS, set up automatically
- Sensitive fields like payroll credentials are stored encrypted
- Diversity data such as ethnicity is optional and shown in reports only as group totals
- Export everything at any time in a standard format
- If your license lapses, you never lose access to your records
Questions about security?
We're happy to walk your IT team through how HeartWoodHR™ is built and run.