Employees
Employees' data: requests, erasure and retention
Employees download their data and ask you to correct or delete it from the portal; you answer within one month, erase what the law allows, and personal data goes after the retention period.
- 1The privacy noticeThe first time an employee signs in to the portal, they read how their information is handled (who is responsible, what is kept and why, who sees it, how long and their rights) before anything else. It informs; there is nothing to accept. It follows the country they move to: the permit copy's legal hold and the employer's permit check only where that country's law has them, the data protection authority they can complain to in the EU and EEA, and outside it the country's own personal data law. They can read it again under Ask → Your data.
- 2Download my dataUnder Ask → Your data the employee downloads one file with their case and their family's, steps, documents (with download links that work for an hour), messages, check-in answers, their ID numbers (the personnummer or coordination number, the Steuer-ID…) and what happened on the case. Your internal notes, document-check findings, billing and monitoring bookkeeping are never in it. Each download is logged as an access request, done.
- 3Requests to correct or deleteThey can also ask you to correct something or delete their data, in their own words. Admins get a notice in the bell, Home shows Data requests with the first due date, and Settings → Privacy and security → Data requests lists them: amber within 7 days of the deadline, red once late. Settio dates the answer one month from the day it arrived (the GDPR's period in the EU and EEA).
- 4Erase nowAn erasure request shows what would be deleted today and what stays under legal hold where the country has one (Sweden: the permit copy, kept until 12 months after the employment ended), with the date. Archive the case first: while someone works for you on a permit, their case has to be kept. Erase now deletes the household's files, messages, notes, activity, salary months and move details and anonymises the case; the request is marked done.
- 5Answer and keep a recordMark a correction done once you've fixed it, or reject a request with the reason you'll give the employee. Every download, export, request and erasure is in the audit log (Reports → Exports).
- 6Export one person's dataAdmins can download the same file for anyone from the person page: the ⋯ menu → Export personal data, for example when a request arrives by email.
After the retention period in Settings → Privacy and security, a nightly clean-up deletes closed cases' personal data the same way, also keeping the permit copy until its hold ends where the country has one.
At a company whose cases an agency runs, the agency's Admins answer the requests.
ID numbers (the personnummer, the Steuer-ID…) are stored encrypted, shown masked on the person page, logged each time someone shows one (the permit report's access log and the audit export), never sent through the API, and deleted with the rest of the personal data.
Related
Informational only. This guide is not legal advice. Always verify requirements with official government sources before acting. About this information