Compliance and data protection

• Only the details needed before day one. Date of birth is off unless your organization turns it on.
• No bank, payroll, tax or government-ID fields.
• Salaries never appear in emails, notifications, reports or the audit trail.
• No analytics or tracking. IP addresses are never stored as such: an offer decision keeps only a keyed hash.

• Sets out the processing, our technical and organisational measures, the subprocessors and the retention schedule.
• We process your data only on your documented instructions, and never sell it or use it for advertising, profiling or training AI models.
• We notify you of a personal data breach without undue delay, and within [X hours].

Read the DPA

• Every third party that processes personal data for us is listed, with its purpose, the data it receives and its location.
• We give [30] days' notice of a new or replaced subprocessor, and you may object on reasonable data-protection grounds.

See the subprocessors

• Hiring records are kept while you use DayOneFlow. The app never deletes them on its own, and cancelling a record keeps it.
• Fixed, published periods for everything else: read notifications 90 days and all notifications one year, application logs 14 days, and backups on our server rotate out after about six months.
• Retention you configure yourself is not available yet.

• On your written instruction we close your organization, then delete all of its records and files, and the accounts of users who belong to no other organization, within [30] days, and confirm it in writing.
• Deleted data remains in backups until they rotate out, and is used only to restore the service.
• Erasing one person's record is a manual, case-by-case procedure for now.

• Fixed roles plus a relationship check: managers see only the new hires they manage, members only their own tasks.
• Contact details, preboarding details and documents are for HR and admins; salaries only for offer managers and the candidate.

How access is controlled

• Important actions are recorded with who did them and when, in a trail the application cannot change or delete.
• HR and admins can review it for the organization and for each new hire. Every export is recorded too.

About the audit trail

• Candidates and new hires see their offer, tasks, details and their own uploads on their personal page, and can correct their details until their first day.
• Requests that reach us are verified and passed to you, as the organization responsible.
• There is no per-person export or erasure tool yet. We help manually on request.

• People make offers and probation decisions. The software calculates readiness, moves a hire's status forward on the calendar and sends reminders.
• A candidate's acceptance is recorded as an acknowledgement of the exact offer version, not as an electronic signature.

• On a single server at [hosting provider] in [hosting location], with encrypted backup copies at [backup storage provider] in [location].
• International transfers and their safeguards: [to be completed with counsel].