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GDPR personal data within an employee record

Created on  | Last modified on 

Summary

How to remove an employee's personal data, or extend the removal date, if required in Sage Payroll.

Description

An HMRC rule is that you store payroll information for the current tax year. You must also store it for at least three years running up to the current tax year.

Within each employee record, there’s a Data Preferences tab. For leavers in Sage Payroll, you can view the current date set for the removal of their personal data. You can extend this date if required.

Resolution

To extend the removal date

  1. Select Employees from the menu bar, then choose the relevant employee.
  2. Select the Data Preferences tab.
  3. If prompted, select Set the business retention period and complete the on-screen instructions.

    NOTE:

    For more help, read GDPR - Manage the retention period of your business.

  4. To edit the removal date, complete the following information:
    Extended Removal Date Enter a new (future) date for the removal of this employee’s data.
    Reason for Extension Enter a reason why this employee has an extended removal date. This field only appears when you enter a date in the Extended Removal Date box.
  5. If you’ve made any changes, select Save. Otherwise, select Cancel to close the window.
  6. You can display a record of any changes made to the removal date of this employee. Repeat steps 1 and 2, then select Show History.

To remove an employee's personal data

When you open a leaver record, the following message can appear:

‘You are no longer required to hold this employee’s data. You can remove their data on the GDPR tab’.

If prompted, you can remove the employee’s personal data now.

Complete the following steps:

  1. Within the employee’s record, select the Data Preferences tab.
  2. In the GDPR personal data section, select Remove Personal Data.
  3. Enter REMOVE in the box provided, then select Remove Data.

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