Sensitive Data Management

Owned by Lisa Robb
Last updated: Jun 24, 2024
3 min read

Overview

Managing sensitive data effectively is crucial for maintaining data security and privacy within Upvise. The below information can help minimise the risk of unauthorized access to sensitive information.

Examples of Employee-related Data

Employee contact data is not auto-created in Workbench from your financial systems, giving you control over the data input into Workbench, and then synced across to upvise. It is recommended that you consider the data you want to store in upvise and make available to your different users. Some examples of data that you may consider reviewing are:

  1. Emergency Contact Information

  2. Onboarding Details

  3. Training Records

  4. Assigned Assets (e.g., boots, laptops)

Utilising User Types & Roles in Upvise

Using the method of forms to capture this data, you are able to restrict visibility using a combination of roles and user types from other employees.

For example, where standard user types can only access forms they have submitted, other standard users will not be able to see the data. The owner of a form is inherited by the user submitting the form.
Read more on Roles & User Types here.

Employee personal contact information can be captured in a form attached to their contact record in Upvise. This may include, but is not limited to, the following types of data which may be considered sensitive to the employee:

  • Residential Address

  • Personal Mobile Number (if they have a business phone)

  • Personal Email Address

  • Emergency Contact Information

  • Licenses and Certificates

Checking Upvise System Options & User Configuration

Upvise provides a number of options (setting) and user based configurations you can apply to help restrict access to contacts.

 

 

 

 

Contacts > Options > User Rights

  1. Data Shared by All Users

    1. When Data Shared by All Users is checked, all Contacts and Companies are accessible by all users, even Standard Users, who can otherwise only access the data they own.

    2. Disable this to prevent “Standard Users” from accessing contact & company data

  2. Standard Users can see other user's location

    1. Disable this to prevent Standard users from seeing other users location

 

Manage Users > Application Rights

Although "Data Shared by All Users" limits data access for standard users if owners are assigned, standard user permissions will apply when this option is deselected.

If you need contacts available in forms, the best approach is to hide the Contacts app for specific users through the users' application rights. This method is useful for Manager-type users where the above setting does not apply. You can also use forms to ringfence data to role based users.

Other applications can also be hidden using this menu.

 

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My Account> Roles

  1. Review each role in your database to ensure that the role includes only the form people should have access to

    1. Apply the role to individual users as required

 

Employee contact data is not auto-generated in Workbench from your financial systems, giving you the ability to control what data is entered when you create each employee.

If you have recorded information on the person in workbench, and you no longer want that in upvise you should follow the below steps.

  1. edit the user in workbench

  2. Review data & remove contact data

 

 

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Example of “Contact” details on User in workbench

 

  1. Save user

  2. Navigate to Upvise integration and click “Export/Import” to trigger a sync.

The contact data you deleted will be removed from upvise on the contact.