GDPR - CollSoft as a Provider Of Payroll Software

CollSoft has been providing Payroll Software to thousands of employers in Ireland sine 2000, and over the years these employers have come to rely on CollSoft Payroll to manage much of their employee data.

At CollSoft we are committed to helping our users meet their own obligations under the GDPR by ensuring that this information is stored securely, and can be easily recovered in the event of a systems crash.


Storage of Personal Data within Payroll

Starting with Payroll 2018, all key personal employee data is stored in our database in an encrypted format. Specifically the following employee identifiable data is encrypted within Payroll;


  • Employee Name
  • PPS Number
  • Date Of Birth
  • Bank Account Name, Sort Code, Account Number, BIC and IBAN
  • Email Address
  • Telephone Numbers
  • Address



Similarly, the following Company data is stored in an encrypted format within Payroll;

  • Name
  • Registration Number
  • Bank Account Name, Sort Code, Account Number, BIC and IBAN
  • Email Address
  • Telephone Numbers
  • Address


Secure Backups

With the release of the GDPR Update to Payroll 2018 we are introducing the following options for encrypting your Payroll Backups;

1) No Encryption

With this option the Employee and Company data listed above is still stored in an encrypted format, however the actual backup file that you create is not encrypted, so other data may be readable from the file.


Advantages
  • Backup can be restored into older versions of Payroll 2018

Disadvantages
  • Backup file is not encrypted (although some individual data fields are)

2) Application Encryption (The Default Option in Payroll)


This option ensures that the whole Payroll Backup file is encrypted using a 256 bit AES key ensuring that data can not be extracted from the backup file without first decryption the whole file.

Advantages
  • The whole backup file is encrypted preventing viewing of data using various binary tools
  • Payroll manages the keys used to encrypt/decrypt the backup file - the user does not need to remember/manage passwords

Disadvantages

  • Backups cannot be restored into older versions of Payroll which do not include secure backup functionality
  • Backups can be restored onto other copies of Payroll 2018, and data can be accessed if the company password has been comprimised.



3) Encryption with a User Password (Most Secure)

This is the most secure option available to encrypt a Payroll backup and its based on a user supplied password.

Advantages
  • Most Secure Encryption Option
  • Backup can only be restored by a user in possession of the correct password.

Disadvantages

  • The user is responsible for the management of the passwords used to encrypt the backup
  • Passwords cannot be recovered if they are lost - this means that without a password it is impossible to restore a backup created with this encryption.
Creation date: 20/04/2018 16:02     Updated: 20/04/2018 17:09