How do we keep your data safe?

Every organisation on Entrica runs on its own separate, isolated database. Your visitor records, employee data, and settings are never mixed with another company's data. This is true tenant isolation, not just a filter on a shared table.

Within your account, access is scoped by location. Team members only see the sites they've been assigned to, and if someone hasn't been given access to a location, the system blocks them by default. Nothing is visible unless it's explicitly granted.

Visitor photos, digital signatures, and personal information (name, email, phone, ID number) are encrypted at rest in our database. Even in the unlikely event of unauthorised database access, this data isn't readable without the encryption key.

• Passwords are never stored in plain text; they're hashed using bcrypt, an industry-standard method built to resist brute-force attacks.
• Two-factor authentication (TOTP) is available for admin accounts, adding a second layer of protection beyond a password.
• Tablets and check-in devices authenticate using secure tokens generated with cryptographically random values. These tokens are never stored in readable form, only as a one-way hash.
• Sensitive actions require re-confirming your password, and sessions expire automatically after periods of inactivity.

Check-in and sign-out QR codes aren't just simple links, they're cryptographically signed, so they can't be forged or altered. The same protection applies to webhook notifications sent to your other business tools: each one carries a signature that lets the receiving system verify it genuinely came from Entrica.

Every meaningful action (visits, visitor records, user changes, device activity, configuration updates) is logged with who did it and when. This audit trail is kept for a full year, giving you a clear record for compliance or internal review, without ever logging sensitive data like passwords or secrets.

• All traffic is encrypted in transit (HTTPS enforced across the platform).
• Session cookies are locked down with secure, http-only settings to prevent common web attacks.
• Rate limiting protects login and public-facing endpoints from abuse.
• CSRF protection is active across the platform to prevent forged requests.

When a record is deleted, it's genuinely removed from our systems, not just hidden. This supports your organisation's data protection obligations under regulations like GDPR.