Security and Governance in Accounting Outsourcing

How do we protect our customers' financial data?

Outsourcing Requires Trust

Clients entrust us not only with accounting documents and confidential financial information. They also grant us access to payroll data, employee data, personal data subject to the GDPR, tax returns, management reports, and often to payment processes and financial systems as well.

That is why security is not just a separate area of our business. It is the foundation of our entire collaboration model.

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Processes Verified by Demanding Clients

For over twenty years, we have worked with both growing companies and large corporate groups, international organizations, and firms operating in environments subject to particularly stringent control and audit requirements.

Our security processes have been verified numerous times by clients who work daily with the largest international audit and consulting firms. This is not just a claim—it is the result of specific reviews and audits.

Security Starts with Processes

In our view, the greatest source of risk is not IT systems — it is poorly designed processes.

That is why we are developing a working model based on clearly defined responsibilities, multi-level controls (including access controls, segregation of duties, and auditability of actions), and procedures covering all key areas of operation: accounting, taxes, reporting, payments, document workflow, and data access.

This process-oriented approach helps minimize the risk of errors, ensure business continuity, and maintain consistent quality standards regardless of the scale of our collaboration.

Data and System Security

Every day, we process large amounts of confidential financial, HR, and tax information. Protecting this data is one of our fundamental responsibilities.

When building our technological infrastructure, we carefully select our partners. All key infrastructure and software providers on which we base our operations hold ISO/IEC 27001 certifications—the international standard for information security management. This is no coincidence—it is the result of a deliberate partner selection policy.

Comarch (Comarch ERP Optima)—ISO/IEC 27001:2023 certification
WEBCON (WEBCON BPS platform, electronic document workflow) – ISO 9001:2015 and ISO/IEC 27001:2023 certifications
Soneta (enova365) – ISO/IEC 27001:2023 certification
Netia (TIER III data center, MPLS network services) – ISO/IEC 27001:2022 certification confirmed through a recertification audit, covering colocation, cloud services, and cybersecurity. Netia also holds ISO/IEC 27017 (cloud security) and ISO/IEC 27018 (protection of personal data in the cloud) certifications. The data center operates to the TIER III standard with redundant power and cooling systems.
Online Support (IT infrastructure management, help desk) – the company holds ISO 27001 certification
Microsoft (Microsoft 365, EntraID, Intune—identity, access, and device management)—ISO/IEC 27001:2022 certification for Microsoft 365 and online services, audited annually by an independent certification body.

Selecting certified partners is not a marketing ploy—it is part of a deliberate security policy. ISO 27001 certification means that the provider has implemented and regularly audits an information security management system, covering, among other things, data protection, access control, incident management, and business continuity. In our case, this standard is maintained at every level of the ecosystem—from ERP software, through document workflow and IT administration, to network infrastructure and the data center.

Special Responsibility in Payment Processes

In many projects, we support our clients in processing payments. That is why we place great emphasis on properly organizing these processes, controlling access rights, and eliminating risks related to abuse (including fraud prevention, multi-level authorization, and segregation of duties) and operational errors.

Every payment process should not only be efficient but, above all, secure.

Governance is more than just regulatory compliance

Good financial services management is not solely about complying with regulations. It is equally important to create an environment where responsibilities are clearly defined, decisions can be traced, and processes are transparent and verifiable during internal or external audits or due diligence.

That is why we place great emphasis on documenting processes, defining responsibilities, and developing solutions that ensure full traceability of all activities performed.

Our Strengths

Clear Terms of Cooperation

Every collaboration is based on a precisely defined scope of responsibility, deadlines, and SLA parameters. From the very beginning, the client knows what tasks we’re carrying out, what information is required on their end, and what quality standards we’re committed to maintaining.

Organizational stability as a key to security

Security isn’t just about procedures and systems—it’s also about people. Many of the individuals currently managing Aider Polska have been building this organization for over a dozen or more than twenty years. The stability of our teams and the experience accumulated over the years are key components of the security we offer our clients.

Selected Data

Over 20 years in business
10 mln zł in liability insurance
Additional cyber insurance policy
Multi-factor authentication (MFA) for key systems
All key technology partners are ISO/IEC 27001 certified (Comarch, WEBCON, Soneta/enova365, Netia, Support Online, Microsoft)
Annual cybersecurity training for all employees
Business Continuity and Disaster Recovery procedures
Multiple security audits conducted by clients
Support for companies reporting to international groups
Clearly defined SLAs and scopes of responsibility

FAQ

- Access to data should be granted in accordance with job responsibilities and the principle of least privilege. In practice, this means that access is granted only to those responsible for specific processes, such as accounting, payroll, reporting, or payments. Access rights are monitored and regularly reviewed.
- HR and payroll data are among the most sensitive types of information in an organization, which is why they require special protection. We use access controls, multi-factor authentication (MFA), secure system environments, and procedures that comply with information security and data protection requirements.
- Payment security is based on multi-level controls, appropriate segregation of duties, separation of responsibilities, and authorization mechanisms. The goal is to minimize the risk of operational errors, unauthorized changes, and potential fraud.
- Business Continuity and Disaster Recovery procedures are of critical importance, as they help minimize the impact of incidents on operational continuity. These include, among other things, data backup, recovery plans, infrastructure redundancy, and incident response procedures.
- It’s worth checking the partner’s experience, security standards, technology certifications, access control procedures, level of cybersecurity, scope of liability insurance, and whether their processes have been audited by demanding clients.