Since the introduction of General Data Protection Regulation (GDPR), Natural HR provides a Compliance Rules feature which will allow you to delete or anonymise employees or candidates automatically after a set period of time. For example, if your company policy states that the candidate/recruitment files will be anonymised after a period of time, the Compliance Rules feature will allow this to be process to be automated.
Click here to read a support article on how to delete or anonymise employees and/or candidates manually.
Please note - As the process of deleting or anonymising an employee is permanent and irreversible (to comply with rules around data deletion), please consider the impact of deleting data, should it later be required for say, a tribunal, or even auditing expense receipts.
Adding compliance rules
To add a compliance rule, go to:
Administration -> Company -> Settings -> Compliance -> Compliance rules
Please take note of the warning banner at the top of the screen:
This feature is used entirely at your own risk - this process removes employee and candidate data including files and cannot be undone. If you are not certain of what you are doing or the implications of making changes below then you should not proceed.
This feature needs to be manually enabled. Please contact NaturalHR by emailing email@example.com in order to set this up.
Click the 'Add' button to add a new compliance rule.
All of the fields on this page are mandatory. In this example, a rule for deleting employee data 26 weeks after they leave has been created and made active:
Compliance rule name: Delete archived employees
Data source: Employees (or Candidates)
Rule: Delete (or Anonymise)
Timeframe: 26 - Leave date (please note the timeframe is always in weeks)
Then click on the 'Submit' button to save the compliance rule.
Once the compliance rules have been configured, these will be listed in the compliance rules table as shown below. From here, you can 'Edit', 'Delete' or set rules to inactive.
Please note: each compliance rule you create will have a status of 'Pending' until you contact firstname.lastname@example.org to have the rule enabled, at which time the status will change to 'Enabled'.
As well as adding a new Compliance rule you can also click on the 'Suspend all rules' button to make all rules inactive, which can then be found by clicking on the 'Archived compliance rules' button. Any compliance rules you suspend or click on the 'Set inactive' action, the status will be shown as 'Disabled'.
Deleting or anonymising employees or candidates is a permanent action in the system and cannot be reversed. Please use caution when using this module. This includes ALL files including for example, expense receipts, so we'd recommend ensuring your Finance team have a copy of all receipts first.