Frequently Asked Questions

SponsorSafe HR is a premium HR and sponsor licence record-keeping platform designed specifically for UK employers. It helps you manage employee records, track compliance obligations, store documents securely, and generate audit-ready evidence packs.

No. SponsorSafe HR is not endorsed by the Home Office. This is a record-keeping tool designed to help you manage your sponsor licence obligations. You remain fully responsible for compliance with UK immigration law. We recommend consulting qualified immigration advisors for legal guidance.

SponsorSafe HR is designed for UK employers who hold (or are applying for) a sponsor licence. It's particularly valuable for small to medium-sized businesses that need professional compliance tools without enterprise-level complexity or cost.

The compliance score is a real-time calculation based on completed checklists, uploaded documents, upcoming deadlines, and other compliance factors. It gives you an at-a-glance view of your overall compliance status and highlights areas that need attention.

Evidence packs are comprehensive PDF exports that include employee records, documents, compliance checklists, and audit trails. You can generate them with one click for Home Office audits, internal reviews, or record-keeping purposes. All exports are timestamped and include complete audit trails.

You can set reminders for visa expiries, right to work check renewals, document expiration dates, compliance task deadlines, and custom events. Reminders can be delivered via email and in-app notifications, with customizable lead times and escalation workflows.

Yes, on the Compliance Plus and Advanced plans, you can create custom checklists in addition to using our pre-built templates. This allows you to tailor the system to your specific compliance requirements and internal processes.

SponsorSafe HR provides audit-ready evidence packs, immutable audit logs, and structured compliance checklists. If your team completes RTW checks, keeps records current, and follows sponsor duties, the platform produces the evidence typically requested in audits. It does not guarantee compliance and is not a substitute for legal advice.

All documents are encrypted at rest using AES-256 encryption. Data is transmitted over secure HTTPS connections. We use role-based access control to ensure only authorized users can access sensitive information. All file access uses signed URLs with expiration times.

Data is stored in secure, UK-based data centers that comply with GDPR and UK data protection regulations. We use industry-standard cloud infrastructure with redundancy and regular backups.

Access is controlled by role-based permissions. Only users you invite to your account can access your data, and their access level depends on their assigned role (Owner, Admin, HR Staff, or Auditor). SponsorSafe HR staff do not access your data except for technical support purposes with your explicit permission.

Yes, SponsorSafe HR is designed to help you comply with GDPR requirements. We provide data processing agreements, support data subject access requests, and maintain comprehensive audit logs. However, you remain the data controller and are responsible for ensuring your use of the platform complies with GDPR.

The 14-day free trial gives you full access to all features of your chosen plan. No credit card is required to start the trial. At the end of the trial, you'll be prompted to enter payment details to continue using the service.

Yes, you can upgrade or downgrade your plan at any time. Changes take effect at the start of your next billing cycle. If you upgrade mid-cycle, you'll be charged a prorated amount for the remainder of the current period.

If you cancel, you'll retain access until the end of your current billing period. After that, your account will be downgraded to read-only mode, allowing you to export your data. We retain your data for 90 days after cancellation, after which it is permanently deleted.

We offer a 30-day money-back guarantee on all annual plans. If you're not satisfied within the first 30 days, contact us for a full refund. After 30 days, refunds are issued at our discretion on a case-by-case basis.

You can upload PDF, Word documents (DOC, DOCX), images (JPG, PNG), and Excel files (XLS, XLSX). Maximum file size is 50MB per file. All files are scanned for viruses before storage.

Yes, you can export employee records, documents, and compliance data at any time. Exports are available in PDF, CSV, and Excel formats. Evidence packs provide comprehensive PDF exports with all relevant information.

API access is available on the Advanced plan. The API allows you to integrate SponsorSafe HR with your existing systems, automate data imports, and build custom integrations. Full API documentation is provided to Advanced plan subscribers.

SponsorSafe HR works on all modern browsers including Chrome, Firefox, Safari, and Edge. We recommend using the latest version of your preferred browser for the best experience. The platform is also fully responsive and works on tablets and mobile devices.