Security and trust

How your data is kept apart

Every agency’s records are separated at the database level, not only in application code, and that separation is tested automatically on every release. No one at another agency can see your workers, clients, bookings or pay data.

Who can see what

• Your team. Permissions are set per action, such as viewing timesheets, approving timesheets or running payroll, and assigned through roles you control.
• Your clients. The client portal shows a client only the bookings, timesheets and invoices that belong to it.
• Your workers. The staff app shows a worker only their own shifts, documents, timesheets and pay.
• Bitmosys. Our staff access customer data only for support and incident response. Changes they make are recorded in your audit trail under their own identity.

Encryption and hosting

Data is encrypted in transit (TLS) and at rest (AES-256). Uploaded documents are never available at a public address; every download is authorised at the moment it is requested. The service is hosted in London. Uploaded files are stored in the European Union.

Every change is recorded

Each change to a record is recorded: who made it, when, and what changed. Your team sees this as the activity timeline on each record.

Deleting data

When you delete a record, its files are removed after a 30-day undo window. An erasure request under UK GDPR is actioned without the undo window. Retention defaults for each record type are documented and are being finalised with legal review.

What always stays with a person

Bitmosys includes automation, and can include AI assistance that your agency chooses to turn on. Both are off until you turn them on. Whatever you enable, seven actions are never taken automatically. A person in your agency decides each one, and the proposal and the decision are recorded.

• Publishing a worker's assignment to a client, or re-assigning a published shift.
• Rejecting or amending a timesheet after the worker has submitted it.
• Posting a pay run, or issuing an invoice.
• Signing off compliance evidence as verified, or anything that makes a worker ineligible to work.
• Offboarding, blocking, or any change that ends a worker's engagement.
• Any message to a worker about their pay, status or eligibility.
• Editing statutory or agency formulas, rate cards or approval thresholds.

Automation may draft, rank, propose, chase and explain around these. It does not decide them.

Plain terms

• Every plan starts with a 30-day free trial.
• Plans are billed in advance; cancel at any time and the cancellation takes effect at the end of the current billing period.
• Prices are published on the pricing page. There are no add-ons.
• Support is by email at contact@bitmosys.com; Growth and Enterprise plans include priority support.

Read the full terms of service.

Report a security problem

If you believe you have found a vulnerability, email contact@bitmosys.com with enough detail for us to reproduce it. Do not test against other agencies’ data. Detailed security documentation, including the services that process data on our behalf, is available to customers and prospects on request.