6 security questions you must ask your HRMS vendor

The 3Ss: Security, Security, Security. When it comes to your people’s personal information, protecting the data in your HRMS is paramount.

Any vendor offering a system should provide clear, verifiable, and compliance-driven answers to these HRMS security questions.

Where will our data be kept?

Cloud-based systems store data off-premises, making it essential to know where your data resides, how it is secured, and who has access. This issue becomes even more acute when you factor in mobile access. 

Ask about compliance with GDPR, CCPA, or ISO/IEC 27001. Request details on uptime performance, encryption protocols, and access controls.

If your organization operates globally, confirm data residency compliance to meet local legal requirements.

What is your disaster recovery plan?

Data loss and downtime can disrupt operations. A vendor should provide a documented disaster recovery and business continuity plan, covering:

• Backup frequency (real-time, daily, or weekly?)
• Replication strategies (geo-redundant storage, failover sites?)
• Recovery Time Objective (RTO) and Recovery Point Objective (RPO)
• Compliance with SOC 2, ISO 27001, or NIST cybersecurity standards
• Request an ISO/IEC 27001 certification or SSAE 18 attestation reports to confirm compliance.

What Is your provider chain?

Some HRMS vendors rely on third-party providers. Transparency is essential to ensure security across the supply chain. Request a detailed provider map outlining:

• Infrastructure, platform, and software providers
• Third-party security audit reports
• Contractual obligations regarding data protection

Ensure all third-party providers meet the same security standards as your HRMS vendor to prevent weak links in data security.

How will you handle BYOD (bring your own device)?

Remote and hybrid work models create security risks. A secure HRMS should support:

• Mobile Device Management (MDM) policies
• End-to-end encryption for data in transit and at rest
• Multi-factor authentication (MFA) for all remote access
• Remote data wipe capabilities for lost or stolen devices

Ask whether the vendor integrates with enterprise mobility management (EMM) solutions like Microsoft Intune, Omnissa Workspace ONE, or Cisco Meraki to secure employee-owned devices.

What protection does the system afford against internal threats?

Sadly, not all security threats come from outside. Whether it’s through carelessness (lost or misplaced devices) or deliberate theft (a disgruntled departing employee?) your own people can pose a threat to data security. What protective measures does the system offer?

What security awareness measures do you recommend/offer?

Human error is difficult to factor into system design. Often such errors occur through the carelessness that comes from being unaware of the risks involved in HR data breaches.

Awareness can usually be assessed and boosted during implementation user training. Furthermore, the simpler the security procedures (e.g. single sign-on, password protocols) the easier they are for people to get right.