HR Management
PeopleSphere
Manage Employee Data Securely and Efficiently
PeopleSphere is an HRIS platform built for organisations that value employee-data security — bringing HR administration, document management, and leave management together in one integrated system.
PeopleSphere
HR Management
58%
Of data breaches involve employee or HR data as the entry vector
Source: Verizon DBIR 2023
4–8 hrs
Average time HR teams spend per week on manual processes that could be automated
Including leave reconciliation, document filing, and reporting
PDP Law
Employee data is personal data protected under Law No. 27/2022 — breaches can lead to significant sanctions
An insecure system is a real legal risk
Scattered Employee Data Is an Often-Overlooked Risk
Employee data is one of the most sensitive assets a company holds — containing ID numbers, tax IDs, bank accounts, health histories, and other personal information. Storing it in a spreadsheet anyone can access is a real risk.
Manual HR processes — leave requests over chat, contract documents in a Google Drive folder without access control, or non-standardised onboarding — create inefficiency and compliance gaps under the Personal Data Protection Law (PDP Law).
ISO 27001:2022 Annex A.6 governs human-resource information security, including background verification, confidentiality agreements, and the offboarding process. PeopleSphere helps you meet these requirements while improving HR operational efficiency.
How PeopleSphere Works
A simple, structured process your team can run right away.
Set Up Employee Profiles
Create a complete profile for each employee: personal data, role, division, direct manager, and system access level. Data is encrypted and accessible only to authorised parties.
Upload & Manage Documents
Store all employee documents digitally — employment contracts, appointment letters, certificates, and NDAs — with automatic categorisation. Get reminders 30/60/90 days before a document expires.
Daily HR Processes
Employees request leave digitally; managers approve or reject with one click. Leave balances update automatically, the team calendar stays current, and attendance summaries are available in real time.
Onboard New Employees
Run a standardised onboarding checklist: signing agreements, security-policy orientation, granting system access, and assigning assets — all documented.
Secure, Complete Offboarding
When an employee leaves, the offboarding checklist ensures revocation of all system access, return of assets, and storage of final documents — leaving a complete audit trail.
Features & Capabilities
Built to meet real operational needs — not just a checklist of features that look good in a brochure.
Centralised Employee Database
A complete profile for each employee with employment history, role, division, contact details, and personal information — stored with encryption and strict role-based access control.
Employee Document Management
Store and manage employee documents digitally — employment contracts, appointment letters, certificates, non-disclosure agreements (NDAs), and other compliance documents. Automatic reminders for documents about to expire.
Leave & Attendance Management
A transparent leave request and approval system with a team calendar, real-time leave balances, and automatic attendance summaries. It reduces the HR admin burden while giving managers visibility.
Onboarding & Offboarding Workflow
Standardised checklists for onboarding new employees (granting access, security orientation, signing agreements) and offboarding (revoking access, returning assets, exit interviews).
Organisation Chart
A visualisation of the organisational structure that stays up to date automatically based on employee data. Useful for workforce planning, understanding approval hierarchies, and onboarding new employees.
HR Reporting
Comprehensive reports for management and compliance needs: headcount by division, turnover rate, workforce composition, employment status, and reports on contracts about to end.
Compliance & Supported Standards
PeopleSphere is designed to help your organisation meet the relevant control requirements and information-security standards.
Screening
Manage background verification of candidate employees and securely store the documentation as evidence that this control is in place.
Terms and Conditions of Employment
Manage the signing and storage of confidentiality agreements, employment contracts, and information-security terms within employment terms.
Responsibilities After Termination
A structured offboarding workflow ensures post-employment security obligations are enforced, including access revocation and asset return.
Law No. 27 of 2022 on Personal Data Protection
PeopleSphere is designed with privacy-by-design — need-based access control, encryption of personal data, and an access audit log to meet PDP Law obligations for employee data.
Service Level Agreement (SLA)
The following SLAs apply to all PeopleSphere Customers and form part of the mutually signed Service Agreement. All Customers receive full access to every platform feature.
Uptime
99.5%
Monthly service availability, excluding scheduled maintenance announced 24 hours in advance
Critical Incident Response
4 business hours
First response time for issues affecting employee-data access or HR operations
Normal Issue Response
1 business day
First response time for support requests and general technical questions
Data Backup
Daily
Automatic daily employee-data backup with full encryption, retained for a minimum of 5 years
RTO (Recovery Time)
8 hours
Maximum time to restore service after a major incident affecting platform availability
RPO (Recovery Point)
24 hours
The most recent data point guaranteed to be recoverable in a system-failure scenario
Incident Notification
≤ 2 hours
Maximum time to notify Customers once an availability incident is identified
* All SLAs are measured monthly and apply from the subscription activation date.
Who Needs PeopleSphere?
This platform is designed to address the real pain points of different roles across the organisation.
HR Manager / People Operations
Wants to eliminate time-consuming manual HR processes — leave requests over chat, scattered contract documents — and replace them with an efficient system.
Compliance & Legal Team
Needs evidence that employee data is managed in line with the PDP Law and ISO 27001 Annex A.6 requirements, with a comprehensive access audit trail.
IT Security / CISO
Wants to ensure sensitive employee data isn't scattered across various systems without control, and that offboarding includes systematic access revocation.
Frequently Asked Questions
Still have questions about PeopleSphere? Reach out to our team via the contact page or the footer.
Who can access employee data in PeopleSphere?
Access is controlled by a strict role-based access control (RBAC) system. Employees can only see their own data. Managers can see their team's data. HR and admins have broader access as needed. Every access is recorded in the audit log.
Does PeopleSphere comply with the Personal Data Protection Law (PDP Law)?
Yes. PeopleSphere is designed on privacy-by-design and data-minimisation principles. Employees' personal data is encrypted, access is controlled on a need basis, and every access is logged. Data-retention and data-deletion features are also available to meet PDP Law obligations.
How long does the initial setup of PeopleSphere take?
Initial PeopleSphere setup — including configuring the organisational structure, roles, and approval workflows — is typically completed within 1–2 working weeks. The CloudSphere team supports this process, from system configuration and initial employee-data entry to training HR admins and managers, so your team is fully operational from day one.
Is there a feature to manage contract employees or freelancers?
Yes. PeopleSphere supports various types of working relationships — permanent, contract, outsourced, interns, and freelancers — each with appropriate attributes and workflows.
How does PeopleSphere help with the employee offboarding process?
When an employee resigns or a contract ends, PeopleSphere triggers a standardised offboarding checklist: notifying IT to revoke system access, recording the return of assets, storing final documents, and recording that every step has been completed — leaving a complete audit trail.
Ready to Try PeopleSphere?
Schedule a free demo and see firsthand how PeopleSphere can simplify hr management in your organisation.