# Security and EU data residency

HR records hold contracts, pay, ID numbers and health notes. This page explains where Squadra HR stores that data, how it is protected, and who can see it.

## Where your data lives

-   Your company gets its own database, created in Cloudflare's EU jurisdiction. Your records are never stored outside the EU.
-   Because each company has a separate database, one company's data can't show up in another company's account.
-   Uploaded files, exports and backups are stored in EU-only storage as well.

## Encryption

-   All traffic is encrypted in transit with TLS.
-   National ID, social security, IBAN, tax, passport and health fields are encrypted again, field by field, with AES-256-GCM.
-   Each company has its own encryption key, and that key is wrapped by a master key held outside the database.

## Backups and recovery

-   Each company's database can be restored to any point in the last 30 days.
-   A nightly backup is encrypted with a separate key and stored in the EU.
-   We test a full restore from backup every quarter.

## Sign-in

-   People sign in with their Microsoft or Google work account.
-   Two-factor authentication is required for everyone. No HR data loads until the second factor is checked.
-   HR creates logins. A person's login stops working on their last day.

## Who can see what

-   Employees see their own record. Managers see their direct reports' ordinary records and leave.
-   Only the person and HR see pay and sensitive fields.
-   Our own staff can see account details such as your plan and domain, never employee data. Opening your data for support needs a time-limited grant from your company, and that grant is logged on both sides.

## Audit and accountability

-   Every change and every read of sensitive data goes to an append-only audit log.
-   Every export is logged with who ran it and which fields it included.
-   The company owner can export the audit log.

Need our data processing agreement? See [DPA](https://www.squadrahr.com/dpa/).

## Questions

### Is our data ever stored outside the EU?

No. Databases, files, exports and backups are all kept in Cloudflare's EU jurisdiction. The DPA we send for signature lists each subprocessor, what it does and where.

### Who is the data controller?

Your company is the controller of your employees' data. We process it on your behalf under a data processing agreement, as a processor under GDPR.

### What happens to our data if we close our account?

We delete your company's database and files after a 30 day grace period, during which you can change your mind or export everything. Backups age out on their normal schedule after that.

### How do we report a security issue?

Email info@aigentcy.com. We reply within one working day.

## Your first 3 employees are free

Tell us about your company. We set it up on your domain with your public holidays and leave policies, and your team books its first leave the same day.