Enterprise-Grade Trust for Your Employee Data
We handle employee data with the same precision as financial data: private, encrypted, and never used beyond its purpose.


Privacy by Design from Data Capture to Deletion
Every signal, feedback, or performance record we process follows clear privacy-first principles. From the moment data is collected until it is deleted, every step is governed by purpose, consent, and transparency.
Minimal data collection
We only store what is required to power insights. No hidden tracking, no unnecessary fields.
Purpose-bound use
Data is used exclusively for its intended context. It is never reused for advertising, marketing, or external analytics.
Employee rights built in
Employees can view, correct, or delete their data through the admin dashboard. Every organisation can honour access and erasure requests seamlessly.
All processing aligns with GDPR and UK GDPR
Defence in Depth to Protect Sensitive Employee Data
Security is not an afterthought. It is built into every layer of our system. We apply enterprise-grade standards to protect people data.
Encryption everywhere
All data is encrypted at rest (AES-256) and in transit (TLS 1.2 or higher).
Strict access controls
Role-based permissions and zero-trust principles ensure least-privilege access.
Segregated environments
Production, staging, and test environments are fully isolated.
Continuous monitoring
Real-time anomaly detection and complete audit logs.
Built to Meet Global
Data-Protection Standards
Our approach ensures you can meet your regulatory obligations with confidence. From GDPR readiness to subprocessors lists, compliance is clear and verifiable.
GDPR
All data handling and storage follow these frameworks.
Data residency options
EU and UK hosting supported with transparent documentation.
DPIA readiness
Templates and documentation help complete DPIAs quickly.
Subprocessor transparency
Third-party vendors are reviewed for privacy and security.
Trust is Built on Transparency
We publish clear documentation and make it simple to reach our team for detailed questions.
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Frequently Asked Questions
General
We do not store your whole message history. By default we only process the specific data required to power features you enable, such as 1:1 preparation, prompts, or recognition. We store the minimum necessary snippets and metadata to generate insights and keep a history for that manager–employee pair.
No. We never browse customer workspaces or private messages. Access is strictly limited, role-based, and audited. We only process data to deliver the features you activate. No employee at Wellence reads your content unless you explicitly request support on a specific item, and then access is time-bound and logged.
By default we host in the EU/UK region on a major cloud provider with encryption at rest and in transit. If you need a different region, speak to us and we can discuss options. We do not move your data between regions without consent.
We do not use customer data to train public or third-party foundation models. Your data is processed solely to provide the service and to generate your organisation’s insights. Optional, organisation-scoped learning (to improve prompts or suggestions for your company only) can be enabled by the admin.
Only what is needed for the features you switch on. Typical categories:
- Workspace identifiers, users, teams, roles
- 1:1 prompts, responses, actions, recognition notes (if modules are enabled)
- Usage metadata such as timestamps and feature clicks
- We do not collect passwords, payment card data, or sensitive medical information.
Default retention is in accordance with our policy. Admins can shorten or extend retention, and can request deletion at any time. Backups follow the same retention policy.
Yes. Admins can request to delete employees, teams, or the entire workspace dataset. We honour data subject requests (access, correction, deletion) within statutory timelines.
You do. Wellence is a processor of your data. We only process it under your instructions and our Data Processing Addendum.
We use reputable cloud and infrastructure providers for hosting, logging, and analytics. A current list of sub-processors and their purpose is available on request and in our DPA. We do not sell or share your data for advertising.
Data is encrypted in transit (TLS 1.2+) and at rest with strong encryption. Keys are managed by the cloud provider's KMS. If you require customer-managed keys, contact us to discuss.
We operate an incident response process with 24/7 monitoring and clear escalation paths. If an incident affects your data, we notify your admin promptly with details, scope, and remediation steps.
Yes. We provide a standard DPA with GDPR terms and UK Addendum. If Standard Contractual Clauses are required for data transfers, we will execute them.
We request the minimal scopes required for the features you enable. Admins can review scopes during installation, and you may revoke the app at any time from your workspace settings.
No, unless you explicitly ask our support team to investigate a specific issue. Any manual access is time-boxed, least-privilege, and logged.
We can route model calls to EU endpoints and restrict processing to your chosen region where supported. For BYO-LLM or private endpoints, contact us.
For Buyers and IT/Security
We follow security best practices: least-privilege access, encryption in transit and at rest, network segmentation, secure SDLC, vulnerability management, and regular penetration testing. If you require a questionnaire (e.g., CAIQ/SAQ), we will complete it.
Admins define roles for HR, managers, and executives. Access is logged. Privileged access by Wellence staff is restricted and reviewed.
We avoid special category data by design. If customers enter such data in free-text fields, it is processed under your instructions and subject to the same protections.
Automated encrypted backups, multiple availability zones, and recovery testing.
Yes. Separate production, staging, and development environments. No production data in lower environments.
For Managers
No. Manager notes are visible only to the manager unless you choose to share them. Admins can set organisation-wide defaults.
1:1 content is private to the manager-employee context by default. We provide reminders and content suggestions to avoid sharing unnecessary personal and sensitive data.
No. The product is designed to work in the flow of Slack/Teams with lightweight prompts and templates.
For Employees
No. We do not have blanket access to private messages. We only see the content you choose to share in the Wellence workflows you interact with.
Only within the specific workflow you submit to them (e.g., a 1:1 prep form). Private wellbeing or feedback inputs are never shared without your consent.
Yes. You can ask your admin or manager, and we will respond via the company's data rights process.
Product-specific
By default, Wellence does not record meetings. If you enable meeting summaries in the future, recording/transcription will be opt-in with clear notices and consent.
No. We complement your HRIS and reviews system by helping managers run high-quality 1:1s, track actions, and surface risks earlier. We integrate with your existing stack.
Yes. Access to dashboards is role-based. Exec and HR summaries are aggregated and do not expose private 1:1 text.
Administrative
Admins can remove the app from Slack/Teams at any time. We will delete workspace data within [30] days unless you request immediate deletion.
Email hey@wellence.me and we will respond quickly.
Ready to Lead with Confidence
Talk to our team about how we protect your employee data
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