How Octal HR Backs Up Your Data
Octal HR runs on a multi-layer backup infrastructure. All backups are encrypted at rest (AES-256) and in transit (TLS 1.3). You do not need to configure anything — automated backups happen on a fixed schedule regardless of your subscription plan.
These backups exist solely to protect the Octal HR platform against catastrophic infrastructure failure. They are not used to restore individual customer records on request. To keep your own recoverable copy of your data, use the Data Export feature described below.
Automated Backup Schedule
Captures all database changes since the last hourly snapshot. Retained for 48 hours as part of the platform's rolling protection window.
Complete database snapshot including all tables, employee files, and document attachments. Retained for 30 days (Starter), 90 days (Growth), 1 year (Enterprise).
Long-term archive backup stored in cold storage (separate region). Retained for 1 year (Growth), 7 years (Enterprise). Used for compliance archiving.
What's Included in Backups
| Data Type | Backed Up? | Notes |
|---|---|---|
| Employee records & HR data | ✓ Yes | All fields, history, notes |
| Payroll runs & payslips | ✓ Yes | All processed payrolls |
| Leave balances & history | ✓ Yes | Requests, approvals, balances |
| Attendance records | ✓ Yes | Including biometric raw logs |
| Loan records & schedules | ✓ Yes | Full repayment history |
| Uploaded documents & files | ✓ Yes | PDFs, contracts, offer letters |
| Audit log | ✓ Yes | Immutable, always included |
| Custom configuration & settings | ✓ Yes | Policy settings, templates |
If You Lose or Damage Data
Octal HR does not currently expose a self-serve restore, and the platform backups described above are not used to recover individual records on request — they exist for security and disaster recovery only. If something is accidentally deleted or overwritten, recovery happens through in-app tooling that you control:
- The audit log records every change with who, when, and the before/after values — many "lost" records can be reconstructed from it (see Audit Log).
- Most modules keep their own history table (employee history, payroll-run history, payment-voucher history, etc.) which snapshots each record before destructive edits.
- The reliable way to protect against accidental loss is to keep your own independent copy via the Data Export feature — see below.
Data Export — Your Own Independent Copy
The Data Export feature lets you take an on-demand copy of your HR data that you control and store independently. Octal HR never locks your data in.
What you can export
- Employees — full employee register with all profile fields
- Attendance — check-in/out logs with timestamps and sources
- Leave — applications, balances, and accruals
- Payroll — payslips, salary register, deduction summary, WHT
- Loans & Advances — loan register, repayment schedules, Section 36 report
- Employment History — promotions, transfers, increments, events timeline
- Documents — secure download links to each uploaded file, included in the export
- Custom Fields — all custom field values per employee
Formats
- XLSX — Excel-formatted with column headers, data types, and conditional colour coding. Best for human review and pivot tables.
- CSV — Flat, raw values, UTF-8 encoded. Best for importing into other databases or software.
- PDF — Printable, branded reports with headers and footers. Suitable for regulatory submissions and audits.
- JSON — Structured data following the REST API schema. Best for developers and API consumers.
How to export
Data After Subscription Cancellation
If you cancel your subscription:
- Days 1–14: Immediate access suspended, data intact. Reactivate to regain access.
- Days 15–60: Read-only data export available upon request to support.
- Day 60+: Tenant data is scheduled for secure deletion per our Data Processing Agreement (DPA).