Security and data protection
Security for your company's data: kept apart, encrypted and on record
Office Hero keeps each company's business records in their own database space, encrypts sensitive personal data with a key unique to that company, and writes administrative changes to an audit log that shows if an entry was changed. The apps run on servers we operate in Skopje, North Macedonia.
01How it works
Five layers of protection in every Office Hero app
The same measures apply in Fleet Hero, HR Hero, Finance Hero and Office Hero Connect, because the apps run on one shared platform.
Isolation
Each company in its own database space
Every company's business records live in their own PostgreSQL schema, not just behind a company column in shared tables. Each request is tied to exactly one company before it reads any data, and a record that belongs to another company answers ‘not found’, as if it did not exist.
- A separate schema for every company
- One company per request, checked on the server
- People who work for several companies keep one login and switch between them
Encryption
Sensitive fields encrypted with a key unique to your company
The most sensitive personal data is stored encrypted with AES-256-GCM, using a data key that is unique to your company and managed by Office Hero. That key is protected in turn by a master key held in HashiCorp Vault, so the encrypted fields cannot be read from a copy of the database.
- Employees' personal e-mail, phone, date of birth, national ID, address and emergency contact
- Bank account details in HR Hero and in Office Hero Connect
- Chat messages (encrypted by default) and whistleblowing reports
- Each encrypted value is tied to your company, so it cannot be decrypted as another company's data
- Employee names stay readable in the database, so that lists and search can show and find them
Access
Everyone sees only what their role allows
Start from 18 ready-made roles, from company admin and dispatcher to accountant and data protection officer, or build your own in a permission matrix. Record rules then decide which vehicles, drivers, geozones, employees and customers a person can see. The server checks every request and refuses anything a person is not allowed to do.
- View, Edit, Manage, Approve and Export rights for each area
- Extra or removed permissions for one person, in addition to their roles
- Record rules: listed records only, by group, by owner, none or all
- Defaults that fit the job: drivers see their own vehicles, employees their own record
- A change applies from the person's next request
Audit trail
A tamper-evident record of who changed what
Administrative changes go into an audit log in which every entry is linked to the one before it, so a changed or deleted entry breaks the chain. The newest entries are checked every night, and all entries are kept for 7 years. Admins filter the log and see each person's activity on their user page.
- Linked entries, with the newest checked every night
- Kept for 7 years
- Filters for date range in your time zone, category and event type
- An activity history on every person's page
Sign-in
Control over sign-in and sessions
Passwords need at least 12 characters, common passwords are refused, and passwords are stored only as Argon2id hashes. Sessions live in secure browser cookies and end after 30 days without use, or after 90 days at the latest. Admins see every sign-in in the company.
- A wrong e-mail address and a wrong password get the same answer, so addresses cannot be tested
- Two-step sign-in with an authenticator app (portal users today, staff with the Manager app), with recovery codes
- Request limits per address and per person against password guessing
- Sign-in overview with person, IP address, browser, times and status
- Portal users see their own devices and can sign any of them out
02And more
More safeguards
Further measures, including one that our team runs for you and one that is still to come.
Every upload virus-scanned
Files are scanned with ClamAV before anyone can download them. Infected files are quarantined, and if the scanner is down, files wait instead of being released unscanned.
HTTPS for every app
Every app address, from fm.officehero.io to connect.officehero.io, uses HTTPS with Let's Encrypt certificates. Plain HTTP is redirected, and browsers are told to accept nothing but HTTPS.
Keys in HashiCorp Vault
Encryption keys and system credentials are held in Vault, which runs with TLS and has to be unsealed by hand after a restart.
Nightly backups, tested
A full database backup every night and a continuous archive of changes, kept for 30 days in Cloudflare R2 storage. A complete restore from these backups has been tested.
Access ends with the job
When an employment ends in HR Hero, the person's portal access is removed and their open invitations are withdrawn automatically. Admins can also deactivate, reactivate or remove anyone in Users & access.
Account deletion on request
Anyone can ask for their account to be deleted, in the apps or at connect.officehero.io/delete-account. Their companies decide, and the answer comes within 30 days.
Fewer outside services
Road routes are calculated on our own routing engine and VINs are decoded on our own servers, so neither is sent to an outside service. Google map and traffic tiles reach your browser through our servers, while the OpenStreetMap base map loads from OpenStreetMap's own servers.
Data exports and GDPR requests
Our team prepares a full export of your company's data, and handles requests to see or erase a person's data, when you ask.
There is no self-service screen for these yet: our team runs them for you from our staff console.
Single sign-on
Signing in with your company's own identity system is coming soon.
Coming soon
03In figures
Security in numbers
- 18 ready-made roles, plus roles you build yourself
- 7 years of audit trail kept, with new entries checked every night
- 12 characters at least in every password
- 30 days of nightly database backups
Where your data is
The Office Hero apps and their databases run on servers we operate in Skopje, North Macedonia, which is outside the European Union. Uploaded files and database backups are stored in Cloudflare R2. We do not claim security certifications, and we answer the questions your own security review needs.
05Questions
Security questions buyers ask
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Where is our data stored?
On servers we operate in Skopje, North Macedonia, which is outside the European Union. Uploaded files and database backups are kept in Cloudflare R2 object storage.
Can other companies see our data?
No. Each company's records are in their own database schema, and a record from another company answers ‘not found’, as if it did not exist.
Which data is encrypted?
Your browser connects to the apps over HTTPS. In the database, sensitive fields are also encrypted with a key unique to your company: employees' personal contact details, date of birth, national ID, address, emergency contact and bank account details, chat messages (by default) and whistleblowing reports. Employee names stay readable, so that lists and search work.
Do you offer two-step sign-in?
Yes: two-step sign-in with an authenticator app (portal users today, staff with the Manager app), with one-time recovery codes. Admins see who has it switched on and can reset it for a person. A company-wide rule that makes it compulsory for everyone does not exist yet. Office Hero Manager is coming soon to the app stores.
What happens when someone leaves the company?
An admin deactivates or removes them in Users & access, which is in Fleet Hero, HR Hero and Finance Hero. When the employment ends in HR Hero, their access to Office Hero Connect is removed automatically.
Can we get our data out?
Yes. Fleet reports export to PDF, Excel or CSV, and HR and Finance lists export selected rows to CSV. For a full export of your company's data, ask our team and we prepare it for you.
Can we set a stricter password policy?
Yes, on request. Our team can set a longer minimum length and character rules for your company, and the stricter rules also apply to temporary passwords.
Do you have security certifications?
No, and we do not claim any. This page describes the measures in the software today. For anything else your review needs, write to [email protected].
See the controls in a demo company
We will show you roles, record rules, the audit log and privacy mode, and answer your security questions on the call.