Deleting staff

  1. Staff profile deletion using data pseudonymisation
  2. How to completely remove staff from the staff archive

Staff profile deletion using data pseudonymisation

If you want to completely remove staff or staff asks to be removed you would need to achieve is a way to be able to keep a certain set of logs within the system for future reference such as the job history, payroll, evaluation, consent, etc. All this information is very important to your agency. The payment information and consent are required for a minimum time required by law.

This is where we use data pseudonymisation. The GDPR defines pseudonymization as the processing of personal data in such a way that the data can no longer be attributed to a specific data subject without the use of additional information. To pseudonymize a data set, the additional information must be kept separately and subject to technical and organizational measures to ensure non-attribution to an identified or identifiable person. In sum, it is a privacy-enhancing technique where directly identifying data is held separately and securely from processed data to ensure non-attribution. Further reading: https://goo.gl/SAuBm6

Thus this method can ensure that a set of pay data and consent logs can remain within the system and cannot be attributed to any single person and will remain anonymous until paired with additional information stored elsewhere to be able to identify those records.

Once everything apart from the logs, such as payroll data and consent are deleted, the backups for this user will expire after 30 days, thus never being able to retrieve this person's personal information again.

From the staff archive, you can delete staff using a data pseudonymisation deletion process. This means that all the personal data from the profile will be deleted making it totally anonymous and leaving behind the following:

  • Staff id
  • Consent, opt-in log
    • In case it needs to be referenced in the future
  • Notes
  • Job history
  • Payroll history
    • If they have worked before
  • Status change history
  • Contact history

All of the above will have no reference to any personal information of the removed staff. Upon deletion, you will be prompted to download a file to your desktop with the person's name and his staff id. This MUST be kept somewhere away from the database and to be used as required to pull up the above info about that person in the database by searching using the Staff ID.

Please note that you cannot ever retrieve personal information from a staff profile once it has been deleted.

How to completely remove staff from the staff archive

In order to completely remove staff from the database you must first move them to the Staff archive. See: Archiving staff

From the staff archive, you can delete staff using a data pseudonymisation deletion process. This means that all the personal data from the profile will be deleted making it totally anonymous and leaving behind the following:

  • Staff id
  • Consent, opt-in log
    • In case it needs to be referenced in the future
  • Notes
  • Job history
  • Payroll history
    • If they have worked before
  • Status change history
  • Contact history

All of the above will have no reference to any personal information of the removed staff.

To delete the staff completely:

  • Go to Staff > Archive
  • If required use the search filters to find the staff to remove and press Search
  • Select the staff to be deleted using the checkboxes to the left
  • Go to With Selected > Completely remove
  • You will be presented with the following dialogues to double check deletion of these staff:
    • Are you sure you want to remove?
    • If staff being removed have been booked onto shifts you will see a message stating that staff being deleted have a work history and are you sure to remove?
    • A final message Last chance.. You will not be able to undo this operation. Are you sure?
    • You will now receive a message telling you Staff have been removed. Please click here to download personal data file
      • This file MUST be downloaded at this point and can only be downloaded at this point.

When deleted the file will be downloaded to the desktop with the person's name and his staff id. This MUST be kept someone away from the database and be used as required to pull up the above information logs about that person in the database.

This anonymous profile will now remain in the staff archive with a status of Deleted.