HR Consultants no longer have to worry about the safety and security of communications with their clients

Paul Stallard

HR Consultants are benefiting from using Safe4. Paul Stallard, Channel Development Director of Safe4, has stressed that by its very nature the information that is passed between HR consultants and their clients, particularly employee information, is extremely confidential. Of course, it is covered explicitly by the UK Data Protection Act of 2018, which has embraced the European General Data Protection Regulation. However, the loss or improper use of personally-identifiable information can lead to massive penalties and serious reputational damage.

Safe4 provides a highly secure online vault for HR Consultants to share and store confidential information. With over 48,000 users Safe4 is a well-established platform that provides a range of benefits:-

• Complete confidentiality – Safe4 has been designed to be secure from first principles
• A secure vault is set up for each client or employee of the principal client. There is no possibility of any unauthorised access to information – only specifically-invited and authorised parties can access the vault
• All data is stored in the UK
• A comprehensive audit trail captures records of all user activity
• No information is actually sent by email. Whilst so-called “secure” email services might be able to transfer information safely between parties, they do not manage any documents or data throughout the life of a consultant / client relationship, or indeed of a client / employee relationship – Safe4 does
• The Safe4 asset register allows information to be held as structured data and displayed in columns and rows similar to a spreadsheet or simple database. This is a highly secure and efficient way to hold specific details about an individual, allowing such confidential data as National Insurance numbers, bank details, and general personal information to be entered directly into fields online, as opposed to having to include them within a document
• Automatic notification of any new upload, whether of a document or a data record
• Signing documents online – this can cover service agreements between consultant and client, as well as contracts of employment for the clients’ staff. The Safe4 document signing facility is accepted by both HMRC and Companies House in the UK
• The Safe4 compliance framework can be used as a means of sharing policy and procedure documents with staff, and can also provide confirmation that these documents have been read and understood

In short, the implementation of this approach can allow HR Consultants to furnish their clients with confidential information in a completely secure way, and can also be extended to allow the Consultant’s client companies to manage the information they handle on behalf of their own staff.

For more information on how HR Consultants are benefiting from using Safe4, please contact us. We will be delighted to share with you some of the success stories achieved so far.