Employee Onboarding — FAQs: Data and Privacy

How are the documents protected?

Uploaded documents are encrypted, so they can't be read by anyone who isn't meant to see them. They're kept on the same secure storage as your Sprout HR records.

Who can see a new hire's documents?

Any admin in the company — not just the one who sent that new hire's invite. The boundary is the company, built into where the files are actually stored, not just into what each screen shows — so there's no way for one company's new hires to turn up in another company's list. And a new hire only ever sees their own checklist: never another new hire's, and never your review history.

A new hire asks us to delete their data. What happens?

There's a built-in way to do exactly this. Before anything is deleted you see a plain list of what goes — the documents they uploaded, the personal details they entered, and their access link — and what stays, which is the record of who did what. You confirm you have the authority to act on the request, and the deletion goes ahead. Once someone has been activated, they're an employee in Sprout HR, so requests from that point follow Sprout HR's own process instead of this one.

Why is the audit record kept after a deletion?

Because its whole job is to show who did what, and it can't do that with the names taken out. The new hire's documents and personal details are deleted; what stays is the list of actions — who verified or waived something, and when.

Getting Help

Questions about your setup go to your Customer Success Manager. If something looks wrong in the product, contact Sprout Support and tell us which new hire it relates to.

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