Employee Data Protection & Secure HR Document Management

HR teams are trusted with the most personal data in any organization and held to strict privacy laws for protecting it. FileOrbis helps human resources teams safeguard employee PII, share HR documents securely and govern personnel records through their lifecycle, with content-aware classification and privacy compliance built in.

Employee Data Protection & Privacy

• Content-Aware Classification: Automatically detect and protect employee PII wherever it lives.
• Granular Access Control: Restrict personnel files to authorized HR roles and managers only.
• Privacy Compliance: Support GDPR, KVKK and regional data-protection requirements out of the box.

Secure HR Document Sharing

• Controlled Sharing: Share contracts, offers and reviews securely with employees, candidates and partners.
• No Insecure Attachments: Send sensitive HR documents via revocable secure links instead of email attachments.
• Full Visibility: Track who accessed each employee document and when.

Personnel Records Retention

• Retention Policies: Keep employee records for legally required periods, then dispose of them by policy.
• Data Residency: Keep personnel data in the correct jurisdiction to meet privacy law.
• Audit Trails: Maintain complete logs of access to personnel records for accountability.

Additional Capabilities

Automated Efficiency

• Onboarding Workflows: Automate document collection and routing for new hires.
• Approval Workflows: Route HR documents through logged review and approval.

Seamless Integration

• HRIS & M365: Work alongside HR systems and M365.
• API Access: Integrate secure document handling into HR processes.

Security & Protection

• Encryption: Protect employee data at rest and in transit.
• DLP: Monitor and prevent leakage of sensitive personal data.

Why choose FileOrbis for your Human Resources team?

• PII Protection: Detect and protect employee data automatically.
• Privacy Compliant: GDPR, KVKK and regional laws supported.
• Restricted Access: Personnel files limited to the right roles.
• Secure Sharing: Send HR documents via revocable links.
• Data Residency: Keep personnel data in the right jurisdiction.
• Retention by Policy: Keep and dispose of records correctly.
• Full Audit: Accountability for every record access.
• Onboarding Automation: Streamline new-hire document flows.
• Enctyption & DLP: Protect personal data everywhere.
• Integrated: Works with HRIS and M365.

Protect Your People’s Data with FileOrbis

Give your HR team a secure home for the organization’s most sensitive data. FileOrbis delivers content-aware protection of employee PII, secure HR document sharing and policy-driven records retention, so privacy compliance and everyday HR work go hand in hand.

Frequently Asked Questions

How does FileOrbis protect sensitive employee data?

FileOrbis uses content-aware classification to automatically detect and protect employee PII wherever it lives, restricts personnel files to authorized HR roles with granular access control, and encrypts data at rest and in transit, keeping the most sensitive HR data secure.

Does FileOrbis help HR teams comply with GDPR and KVKK?

Yes. FileOrbis supports GDPR, KVKK and regional data-protection requirements through access control, data residency options, retention policies and complete audit trails, helping HR teams demonstrate compliance for personnel data.

How can HR teams share sensitive documents securely with FileOrbis?

FileOrbis lets HR teams share contracts, offers and reviews with employees, candidates and partners through revocable, time-bound secure links rather than insecure email attachments, while tracking exactly who accessed each document.

Does FileOrbis manage retention of personnel records?

FileOrbis applies retention policies so employee records are kept for legally required periods and then disposed of by policy, with data residency controls to keep personnel data in the correct jurisdiction.

Can FileOrbis automate HR document workflows like onboarding?

Yes. FileOrbis automates document collection, routing, review and approval for processes such as onboarding, so HR teams reduce manual effort while keeping every step secure and logged.

Emre Demiray
Founder – FileOrbis