Privacy & Monitoring

What is recorded about your use

This is a system of record for personnel and incident documentation, so it keeps an audit trail. Specifically:

• Every write is logged — what changed, who changed it, and when.
• Reads of incident records are logged. Opening a confidential record is recorded even though you changed nothing. Nobody is accused of anything by looking, but “who has read this file?” is a question an investigation will eventually ask, and it can only be answered if the answer was being kept all along.
• Sign-ins, sign-in failures and lockouts are recorded.
• Searches are not logged keystroke by keystroke; the read is recorded when you open a record.

Who can see what

Access is decided in the data layer, not by hiding menu items. What you can see depends on your role, on the confidentiality level of the record, and on any access granted to you for a specific incident. A full explanation is in the in-app help under Who can see what.

Notably, incident visibility is not derived from the reporting line: a manager does not see incidents about the people who report to them, because the complaint may concern that manager.

Records are permanent

Incident entries and shared assessments are corrected by adding a dated amendment, never by overwriting. Both versions remain. Records are not deleted through the interface; they are closed or archived. Where a retention policy eventually removes narrative content, a stub remains recording that the record existed and was purged under a named policy — and anything under legal hold is exempt from every purge regardless of age.

Your own records

You can see your own directory entry and your own performance reviews once they have been shared with you, and you can record a written response to any review. Rights of access to and correction of your personnel records are a matter between you and your employer under applicable law; raise them with your HR administrator.

Controller and processor

Your employer is the controller of this data and decides what is collected and how long it is kept. Gohoku provides the software and processes data on the employer's instructions.