Trust

Security and trust

Last updated 4 October 2026

You are handing us staff and service-user records. This page says, in plain terms, how they are kept. It describes what CarerHR does today. Where something is not in place, we have left it out rather than imply it.

Where your data lives

CarerHR’s database, sign-in and file storage run in the EU, in Frankfurt, Germany, and personal data is handled under UK GDPR. Data is encrypted in transit and at rest by our infrastructure providers.

How agencies are kept apart

Every agency’s records are separated at the database level by row-level security rules. A signed-in user can only reach the records of the organisation they belong to; the separation is not left to the screens alone.

Where CarerHR staff need to look at an account to help a customer, that access is limited to our administrators, who can protect their sign-in with two-step verification, and it is recorded in an audit log.

Records you can rely on

• Staff statements and incident reports are versioned and append-only. An edit adds a new version; earlier versions stay on the record and cannot be quietly changed.
• Changes to your settings, team and billing are listed in a history that nobody, including your own administrators, can edit or remove.
• Your administrators can export your records, including employees and applications, at any time while the account is active.

Files you attach

Photos, documents and voice notes attached to incident reports and statements are checked before they are saved: the file type is verified, and files that carry hidden active content are rejected. They are held in your organisation’s own area and are visible only to the people you have given access.

Signing in

Passwords are checked for strength when they are set, and changing a password asks for the current one.

Who handles your data

These are the providers CarerHR uses to run the service. The Privacy Policy has the full detail.

Keeping and deleting data

If you end your subscription, your data is kept for up to one year so you can recover or export it, and then deleted. Authorised administrators can delete individual employee, client or applicant records at any time. Backups and audit records can be kept for different periods. See the Privacy Policy and Terms for the detail.

If something goes wrong

If a personal-data breach affects the records you hold in CarerHR, we will tell you as the applicable law and your contract require. Section 16 of the Privacy Policy sets out how.

A data processing agreement, and questions

CarerHR acts as a processor for the staff, applicant and client records an agency enters. A data processing agreement is available on request.

Ask us

Email info@carerhr.com to request the agreement or to ask a security question. If you are completing a supplier questionnaire for your own inspection or procurement, send it to the same address.