Staff rights

  1. Giving and revoking consent
  2. Subject Access Request
  3. Right to be forgotten

Giving and revoking consent

In order for staff to work for your company they will give you consent, agree or opt-in, to the following upon registration:

  • Consent to you collecting, storing and using their data for the purpose of shift-based employment with you. For this you might add:
    • Privacy policy
    • GDPR policy
  • Agree and understand the terms they must adhere to whilst working for your company
    • For this you might add:
      • Work contract
      • Terms of employment
      • Terms and conditions
  • Opt-in to the methods of communication to be able to contact them
    • Receive newsletter communications via SMS
    • Receive newsletter communications via Email
    • Receive work-related communications via SMS
    • Receive work-related communications via Email
  • Other documents, such as
    • Handbooks
    • Pension agreements

To add and manage each of the above see Managing your terms, privacy statements, opt-ins and consent

Once a staff profile is approved they can then always see their consent/opt-in/agreement status on their staffarea dashboard called in the block labelled Terms, consent & opt-ins

This block has an Edit button to take staff to the full list to amend their consent.

Within the consent page staff are able to revoke consent/opt-out/disagree as required. These such actions are logged in the audit log and will trigger the required functionality as specified when you set up the terms in your system.

Typical actions upon revoking consent could be:

  • Consent to you collecting, storing and using their data for the purpose of shift-based employment with you.
    • A message appears informing them that you can no longer contact them for work and they might not be paid any outstanding pay
      • Add this opt-out message when setting up the consent
    • Their profile would now show as having not given you consent
      • For this to happen you would need to ensure that you tick the checkbox that states Staff must register to continue with the registration
    • You would then need to contact this person to find out the reasons for them revoking consent and action accordingly
  • Agree and understand the terms they must adhere to whilst working for your company.
    • A message appears informing them that you can no longer contact them for work and they might not be paid any outstanding pay
      • Add this opt-out message when setting up the consent
    • Their profile would now show as having not given you consent
      • For this to happen you would need to ensure that you tick the checkbox that states Staff must register to continue with the registration
    • ​​​​​​​​​​​​​​You would then need to contact this person to find out the reasons for them disagreeing and action accordingly
  • Opt-in to the methods of communication to be able to contact them
    • By opting out of a certain type of communication the system will automatically prohibit such email types from being sent to this person.
      • For this to happen you must ensure that you have set up this correctly using the correct checkbox when adding the comms opt-in

Subject Access Request

A Subject Access Request or SAR is the right for staff to ask to view all data you hold about them. They can see all of their profile information via their Staffarea > profile.

Should someone request to see all the details, comments and notes you hold about them you will have to send this to them. Please keep this in mind and make sure all notes and comments are added in a professional and formal manner.

To download a SAR go to the Staff profile and download from the Overview tab:

You have 30 days from their request to send the details: https://www.gov.uk/data-protection-your-business/recruitment-managing-staff-records

Right to be forgotten

Staff have the right to be forgotten and can tell you they wish to be removed from your system in one of two ways:

  • Via the email link
    • Within the email signature, there is the default text for staff to request removal
      • This will open up a new email for them to get in touch requesting to be removed
  • Via the link in their staffarea
    • Staff can click on the profile menu in the top right of the staff
    • This will ask them to add details for the removal and will send you the request to your notification email address added to the settings

Complete staff removal/deletion is not always achievable straight away due to your country's employment laws. If they have worked for you in the past then you may have to adhere to these laws to retain certain personal information for a minimum amount of time.

To remove staff completely you first have to move them to the archive. See: Archiving staff

To completely remove them from the archive and therefore the system, see: Deleting staff