The General Data Protection Regulation (GDPR) affects how you handle data relating to an individual.

You mustn't hold an employee's data for any longer than necessary. HMRC require you to keep employee information for a minimum of three tax years prior ro the current tax year.

To check what data you hold for your employees and how old the information is, you can use the Personal Data Management Tool.

If any information falls outside of your retention policy, you can amend or delete an employee's record.

TIP: To use the tool, you must have access to all areas of Sage 50 Payroll, all employees and access level 9.

Standard Retrieval

You can use the Standard Retrieval to check what personal data you keep for your employees in their records. To view the information, select the required employees then preview the report:

1. On the toolbar, click Personal Data.
   • If you can't see the Personal Data option, click the double chevron on the right-hand side of the toolbar
2. Select the required employees.
   • If you want to find a specific employee, enter their name into the Quick search option
3. To run the report, click Print.

Ad-hoc Retrieval

You can use the Ad-hoc Retrieval to search for personal data, for example, a telephone number, in your Sage 50 Payroll database. You need to enter each item you want to search for, the report then shows everywhere in the software that the item is kept.

1. On the toolbar, click Personal Data.
   • If you can't see the Personal Data option, click the double chevron on the right-hand side of the toolbar
2. Click the Ad Hoc Retrieval tab.
3. In the Search Item column, select which items you want to search for.
4. Click Search then, to run the report, click Print.

   • To view in Microsoft Excel, you can click CSV to save the report as a .csv file

Data check

You can use the Data check option to search for employee information up to and including your current process date.

1. On the toolbar, click Personal Data.
   • If you can't see the Personal Data option, click the double chevron on the right-hand side of the toolbar
2. Click the Data Check tab.
3. Enter the date that you want to find records prior to.
4. Click Find then, to run the report, click Print.

If any information falls outside of your retention policy, you can amend or delete an employee's record. Read more >

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