Trust & Security — DefensibleHR.ai

Your documents are safe

Built from the ground up for sensitive HR data.

When you upload a document, it is analyzed for compliance risks and the original file is never stored on our servers. Personally identifiable information — Social Security numbers, phone numbers, email addresses, and other sensitive data — is automatically redacted before analysis. You can delete any document and its data instantly at any time, and all document text is automatically purged after 90 days.

AI-powered, not AI-trained

Your documents are never used to train AI models.

Our AI analysis is powered by an enterprise-grade API with strict contractual data protections. This is fundamentally different from consumer AI tools like ChatGPT:

No model training: Your data is never used to train or improve AI models
Temporary processing only: AI inputs are retained in accordance with Anthropic's then-current data retention policy, then deleted — never used for training
Encrypted in transit: All data is encrypted during transmission
No cross-contamination: Your documents are never visible to other users or mixed into shared contexts

Enterprise-grade security

Defense-in-depth protections at every layer.

✓ Encryption for all data in transit

✓ Secure authentication with encrypted password storage

✓ Session protection against cross-site attacks

✓ Injection prevention via content security policies

✓ Abuse prevention with rate limiting on all endpoints

✓ Organization isolation — users see only their own data

✓ Complete audit trail of all security-relevant actions

✓ File validation to prevent malicious uploads

Data retention policy

We keep data only as long as it's needed.

Data type	Retention
Original uploaded files (PDF, DOCX, TXT)	Deleted immediately — never stored on our servers
Extracted document text	Automatically purged after 90 days; instantly on user deletion
Scan results and flagged issues	Retained while account is active; full result text deleted within 30 days of closure. Scan result records (findings, severity ratings, rule and model versions, document filename, document hash, timestamps) are kept 3 years for audit and dispute-resolution purposes — see the Privacy Policy.
AI provider inputs	Retained per Anthropic's then-current data retention policy, then deleted — never used for training
Audit logs	365 days, then automatically purged
Account information	Deleted within 90 days of account closure

DefensibleHR vs. general-purpose AI

Why pasting documents into ChatGPT puts your organization at risk.

Data used for AI training

No

Yes by default

PII redacted before AI

Automatic

No

Visible to other users

No — org-isolated

Possible

Audit trail

Full history

None

Data retention control

90-day auto-purge

Indefinite

HR-specific compliance scan

Purpose-built

Generic advice

Consistent output format

Structured results

Varies

Jurisdiction detection

Detects states + DOL links

No

Compliance readiness

Designed with regulatory frameworks in mind.

CCPA/CPRA: User data deletion on request, no selling of personal data, right to access and portability
SOC 2 alignment: Access controls, audit logging, encryption, data retention policies, and incident response procedures
GDPR considerations: Data minimization, purpose limitation, storage limitation, and data subject rights
Data processor role: We act as a data processor on behalf of our customers, processing employee data solely at your direction

Questions?

If you have questions about our security practices, need a Data Processing Addendum (DPA), or require additional documentation for your procurement process, contact us at [email protected].

For our complete privacy practices, see our Privacy Policy. For terms governing use of the platform, see our Terms of Service.