Security, Privacy & Compliance

KNEWTE is designed for organisations that handle sensitive candidate, referee and employee information – with security, auditability and inspection-readiness built in.

The platform is hosted on AWS UK data centres, with security practices that focus on access control, audit trails and secure handling of personal information. Our goal is to help you demonstrate due diligence during Ofsted, CQC and internal audits, without adding unnecessary complexity to your day-to-day work.

Hosted on AWS UK Built for audit trails

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Hosting & Infrastructure

KNEWTE is deployed on modern cloud infrastructure, helping you keep data within the UK while benefiting from the resilience and security of AWS.

AWS UK Data Centres

The application is hosted on Amazon Web Services (AWS) in the UK, helping organisations meet data residency expectations and align with UK-based regulatory requirements.

Secure Connectivity

All access to the KNEWTE web application is designed to use secure browser connections, helping protect data in transit between users and the platform.

Separation by Business

Data is logically separated by business/entity, so records for different organisations are kept distinct. This helps you control who can see which records when you manage multiple sites or brands.

Resilience & Backups

AWS infrastructure is built for availability and durability. Regular backups and environment management help protect against accidental data loss and support restoration when needed.

Access Control & User Management

Only the right people should see or update sensitive records. KNEWTE provides structured access control features to support that.

Individual User Accounts

Each person has their own sign-in details – logins are not shared. This makes it easier to control access, revoke accounts and understand who performed which actions in the system.

Role-Based Permissions

Use roles such as Admin, Standard, Basic, Custom 1 and Custom 2 to control what users can see and do. Roles are mapped to underlying permissions so access can be tuned to different responsibilities.

Per-App & Per-Business Access

Access can be scoped to specific apps and businesses/entities, helping you ensure that staff only work with the records relevant to their location or role.

Data Protection & Privacy

KNEWTE supports organisations that must handle personal data carefully, with clear controls around how information is stored and accessed.

Structured Personal Data

Candidate, referee and user information is stored in a structured way, making it easier to locate records, review access and respond to data requests when required.

Limited Data Sharing

External parties, such as referees, interact via secure links and forms. They only see the information required to complete their part of the process – not your full internal system.

Configurable Exports

Export data when you need to provide information for inspections, internal reviews or subject access requests, while keeping the core system secure and access-controlled.

Support for UK & EU Principles

The platform has been designed with UK data protection principles in mind – such as minimising access, recording actions and keeping clear records – to support your compliance processes.

Audit Trail & Logging

Clear audit trails help you prove what was done, when it was done and who did it – a key requirement for safer recruitment and regulated environments.

Record-Level Audit Details

Audit information is reflected directly in records – for example, who created a record and when it was created. Updates can also record who made the change and at what time, giving you a traceable history.

Tracking Key Actions

Important actions such as sending reference requests, issuing reminders and receiving responses are recorded with timestamps, so you can show a complete timeline when asked to evidence your processes.

Inspection-Ready Views

Because requests, reminders and responses are tied together, you can quickly demonstrate that correct steps were followed during Ofsted, CQC or internal audits.

Internal Governance

Audit trails help senior leaders and safeguarding teams review how the system is used, spot any unusual activity patterns and continually improve processes.

Compliance Support for Regulated Sectors

KNEWTE does not replace your policies or legal advice, but it is designed to support organisations working under safeguarding, safer recruitment and regulatory expectations.

Safer Recruitment Workflow

Features such as structured reference checks, audit trails and role-based access help you align day-to-day work with safer recruitment guidance.

Evidence for Inspections

When regulators or internal auditors ask for evidence, you can show timelines, records and exports that demonstrate how references and checks were handled.

Consistent Processes

Using a structured system reduces variation between staff and sites, supporting consistent practice across nurseries, care homes, healthcare providers and other regulated organisations.

Want to see how KNEWTE handles your data?

Create a free account and explore how audit trails, access control and AWS UK hosting work together in the KNEWTE Reference Check app.

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