CIPHR - Secure Human Resources (HR) & Payroll Software as a Service

Provision of SaaS Human Resource Payroll and People Management Software, ISO27001 certified solution managing Official and Official-Sensitive data. Manage the employee lifecycle from talent attraction, web-based recruitment, onboarding and employment details including absence, pay, performance, documents. Integrate with other business systems, including Active Directory, implementation, consultancy and managed services.


  • HR/People Management, Self-Service via browser and mobile devices
  • Employee Onboarding, Compliance, Policy acceptance and document management features
  • Training, Learning Development incl. Performance Management, Online appraisal
  • Managed, Bureau or In-House Payroll, Expenses, Benefits, Total Rewards, ePayslips
  • Absence Management, Leave Management and Timesheet Recording
  • Management Information, Standard and Bespoke Reporting, Data Analysis and Dashboards
  • Talent Attraction, e-Recruitment, Candidate Management and Onboarding
  • Configurable role based security model for data and page access
  • Configurable options to create fields and forms
  • Secure access by user role with Multi Factor authentication available


  • Store all people related data in one secure accessible system.
  • Secure access and management of appropriate data anytime anywhere.
  • Manage complete cycle of performance and Learning and Development.
  • Payroll management: pay, reward, benefits and provides electronic payslips.
  • Reduce unauthorised absence via accurate Bradford Factor reporting and alerts.
  • Real-time reporting, Payroll analytics, employee data analysis and Management Information
  • Reduce recruitment costs, time to hire and increase retention.
  • Provide secure and configurable user access to appropriate data.
  • Meet changing business needs and capture all people related data
  • Provide secure, remote access to documents including payslips


£0.25 per person per month

  • Education pricing available
  • Free trial available

Service documents


G-Cloud 11

Service ID

9 2 3 8 3 7 9 9 2 6 9 8 7 5 5



Rob Oehlers

+44 (0)1628 814242

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to CIPHR can integrate with a wide range of business systems, including; Active Directory, Payrolls, Finance, iSAMS School System, LMS, Benefits, RIVO Health & Safety
Cloud deployment model Private cloud
Service constraints CIPHR is accessed via supported browsers, latest versions of Chrome, Firefox, Internet Explorer and Safari (Mac). CIPHR is fully compatible with the latest version of Internet Explorer and back to IE9. Users will require access to the Internet to access the service and to be suitably trained.
System requirements Access to the Internet via supported browsers

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Responses provided in line with published SLA and subject to priority from under 4 hours to 48 hours.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.1 AA or EN 301 549
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support Web chat
Web chat support availability 24 hours, 7 days a week
Web chat support accessibility standard None or don’t know
How the web chat support is accessible N/A
Web chat accessibility testing We utilise a 3rd party (LiveChatinc) for Live Chat and have not cinducteed any assistive technology tests.
Onsite support Yes, at extra cost
Support levels CIPHR SaaS Service Levels are included in a separate document – CIPHR SaaS Service Levels v22. Full Technical and Security details are included in the CIPHR SaaS Technical Security Information document. Support is included as part of the Annual SaaS Subscription Fee.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started Full implementation services are available to provide user training, workshop sessions to launch Self-Service and full documentation will be provided. Experienced HR Systems Consultants will provide advice and assistance in the configuration of the system in line with HR Processes.
Service documentation Yes
Documentation formats
  • HTML
  • ODF
  • PDF
End-of-contract data extraction The Customer may request a copy of the Customer Data held by CIP on the SaaS Services at any time during a paid Subscription Period. CIP shall provide the Customer with a copy of the Customer Data in the form of a backup of the database to a SFTP site at no charge to the Customer. Users with appropriate security access can export data in a variety of formats, including Excel, CSV and PDF.
End-of-contract process At the end of the contract the service will be terminated and all data will be deleted.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install Yes
Compatible operating systems
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
Designed for use on mobile devices Yes
Differences between the mobile and desktop service All features can be accessed via supported browsers on any device. For smaller screen devices a mobile optimised site is available for the most commonly used features such as booking time off and checking employee directory details and viewing team absence details.
Service interface Yes
Description of service interface Intuitive UI providing access to different user roles to different areas of fuctionality and groups of records and data.
Accessibility standards None or don’t know
Description of accessibility Accessibility solutions such as JAWS reader will operate, however, the franmework of some existing Web Pages limit the accessiblity options.
Accessibility testing The system has been tested with JAWS Screen Reader and has been in use successfully by organisations such as Action for Blind People
What users can and can't do using the API CIPHR’s RESTful API can facilitate integration with a wide range of different applications. Using industry-standard instructions (known as ‘verbs’) – GET (read data), POST (writedata), PUT (update data) and DELETE (delete data) – to interact with other applications via HTTPS. API keys are unique for each client, and for each connection. Extra security can be added with domain name and IP mapping, so only certain machines and users are granted access to data held in CIPHR. API Requests returns data in two formats as required; (XML and JSON). The API key can grant access to almost any data in the CIPHR system.
API keys can be purchased individually or via enterprise licencing with configuration services for each key. Customers are able to manage API keys through the user interface to enable and disable as required. Changes to fields made available through each key are conducted by CIPHR on request and may incur service charges.
CIPHR also offers secure web services, configurable to allow authorised users to download pre-defined data queries. Changes to these queries would be made through the account manager or the Service Desk. These requests would be initiated by the customer and are conducted across port 443 (HTTPS).
API documentation Yes
API documentation formats HTML
API sandbox or test environment Yes
Customisation available Yes
Description of customisation CIPHR is extremely flexible and can be customised through configurable options which include; adding fields, additional pages, tabs and categories of data. Some configurable options are global and others are specific to individual users. Users can configure their own dashboards by choosing which charts and widgets to show and where on the page they are displayed. Configurable options are unaffected by system updates.


Independence of resources All services are load balanced, where appropriate, to ensure that customer's actions do not impact the performance of any other tennant within the environment.


Service usage metrics Yes
Metrics types Reports on request for Logins, Page Views, Up Time.
Reporting types Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Other
Other data at rest protection approach All of the customer databases are encrypted using SQL TDE and the encryption strength used is AES256. Databases can only be decrypted on the SQL servers within CIPHR’s private cloud by appropriately trained CIPHR support personnel.
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach The Customer may request a copy of the Customer Data held by CIP on the SaaS Services at any time during a paid Subscription Period. Users with appropriate security access can export data in a variety of formats, including Excel, CSV and PDF.
Data export formats
  • CSV
  • Other
Other data export formats
  • Microsoft Excel
  • PDF
  • Microsoft Word
Data import formats
  • CSV
  • Other
Other data import formats
  • Microsoft Excel
  • PDF
  • Microsoft Word
  • Using CIPHR API

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection between networks Customer data is stored in encrypted database unique to that customer. Database and service accounts that are unique to each customer. The entire service is supplied behind multiple firewalls that feature IPS/IDS. All traffic into the environment is over secure channels (Port 443, 22). An active protective monitoring solution is installed and configured to provide alerts based on suspicoius activity. These alerts are appropriately actioned and responded to by the CIPHR SaaS Maintanence team.
Data protection within supplier network
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection within supplier network The environment is divided into different network segments that all pass through firewalls with IPS/IDS and strict access control lists. An active protective monitoring solution is installed and configured to provide alerts based on suspicoius activity. These alerts are appropriately actioned and responded to by the CIPHR SaaS Maintanence team.

Availability and resilience

Availability and resilience
Guaranteed availability System Environment Downtime (SED) is the total number of hours in a calendar month that the System Environment is unavailable for the Customer’s use during System Environment Operational (SEO) Hours and is expressed as a percentage of Systems Environment.
Operational Hours.
SED shall only include those hours of unavailability where the cause of any failure is primarily the responsibility of CIP or its contractors.
SED is calculated as the total hours of downtime in a calendar month that have accumulated from Incidents during SEO Hours, (where those Incidents have had downtime more than 5 minutes) plus Planned, Unplanned or Urgent Works carried out during SEO Hours in the same period divided by SEO Hours in the same period times 100%. SED so calculated shall not exceed 3% in any calendar Month.
Expressly excluded from any SED calculations is Downtime due to force majeure, faults in Third Party Software, Customer Software or any upgrade thereto, failure by the Customer to fulfil Customer Obligations or other reasons not within the responsibility of CIP and its contractors, including without limitation the Customer or Customer User’s inability to access the System Environment due to a public communications facility or network including the Internet.
Approach to resilience The CIPHR SaaS environment operates across two active datacentres via a secure connection. In the event of failure of one of the datacentres the other will take over the services of the failed one. The level of DR that you have requested in your CIPHR subscription determines the speed at which your service can be restored. Rob Booth can discuss the options available.
Outage reporting The communication of any service outage would initially be handled by our Service Desk. The method of the communication would typically be via email but dependant on the nature of the outage.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Access to the CIPHR SaaS environment is only granted to certain employees based on their job role in the organisation. Those employees with access only have permissions according to the requirement of the work they will be carrying out in the CIPHR SaaS environment. All of the CIPHR employees are trained to a high standard of awareness in relation to security surrounding the information assets and
SaaS environment in general.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Description of management access authentication Integration with Active Directory and Azure for authentication is also possible

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for User-defined
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for Between 1 month and 6 months
How long system logs are stored for Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 Bsi Group
ISO/IEC 27001 accreditation date 29/10/2014
What the ISO/IEC 27001 doesn’t cover N/A
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications
  • Cyber Essentials
  • Cyber Essential Plus being undertaken and expected 2018

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes Our ISO27001:2013 accredited policies and procedures are enforced contractually. All security incidents are raised to CIPHR's Information security team who then review and record the details of the incident. An appropriate set of actions will then be carried out in response to the incident. These incidents are regularly reviewed at CIPHR's sheduled Information Security Forum meetings which include board level attendance.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach All changes to the environment are raised, reviewed and approved/rejected through CIPHR's change control policy. This policy has been externally reviewed and successfully accredited to ISO27001:2013.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach The vulnerability of each asset is addressed according to the effect a security incident would have on an asset or group of assets accordingly and the degree of control/assurance required reducing the vulnerability to the threat. All assets are reviewed on a regular basis to validate that they are appropriately patched and patchs are routinely applied on a weekly basis unless required more urgently. Our Information Security team are continually reviewing multiple offical sources for news relating to vulnerabilities and threats.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach A protective monitoring solution is deployed that alerts the CIPHR SaaS maintenance Team of suspicious network and file activity within the environment. These alerts are then reviewed and actioned appropriately. The CIPHR SaaS maintenance team provides 24/7 support to the CIPHR SaaS environment.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach Security incident management records are centrally maintained, updated and monitored via the ISMS. All employees are aware of what constitutes an actual or potential security incident, how to report the incident and who to report the incident to. The responsibility for the oversight of breaches of technical and physical security rests with the Information Security Manager.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No


Price £0.25 per person per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial CIPHR is able to provide an optional test environment within the SaaS environment, for customers to utilise for the purpose of testing configuration and/or user training and familiarisation internally so as
to avoid training on a system with live data.

Service documents

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