What information should I delete when an employee quits?

According to GDPR, personal data may be stored for as long as the employer needs the data to follow legal obligations, laws and regulations. Personal data which is handled in the payroll process are viewed as bases which may be needed in cases of audits, disputes and controls in order to prove that the legal requirements have been followed. When personal data is registered and linked to transactions in the payroll process, the employee cannot claim the right to have such personal data linked to payroll transactions removed.

However, when an employee leaves the company, you should delete information that is not necessary to save. Below you see our recommendation on what data should be deleted.

Delete or pseudonymise data

In Payroll it is not possible to delete the data of an employee for whom you have created payslips.

If you have employees that you cannot delete, but for which you no longer need to store personal data, you can delete the data.Read more under Data to delete as soon as the final salary payment has been made.

If you terminate your Payroll subscription, you will not be able to make changes to your company. You will only be able to view the information. In such cases you can pseudonymise the employees' sensitive data. To do this, go to each employee under Employees and click on Pseudonymise employee. Data such as address, email address and bank account number will then be removed.

Data to delete as soon as the final pay has been paid

The information in the following fields under Payroll - Employees should be deleted when the final pay has been paid.

• Payment to should be changed to Cash so that the settings under Clearing number and Account number are deleted (on the Pay tab).
• Notes (on the Basic information tab), such as next of kin contact details

Remove access to functions. Read more in the topics Remove an employee's access to Employee. and Remove access to Payslip. Then remove the login to spiris.se.

Data to delete one year after an employee has ended their employment

Contact and postal information should be saved for a year after an employee has ended their employment at the company. The information in the following fields under PayrollLön Smart - Employees and the Basic information tab should then be deleted:

• Address
• Postcode
• City
• Country
• Phone
• Mobile phone
• Email

We recommend that you set up a yearly routine to go through and delete data for any employees who have left the company during the previous year.

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