HR (HRM)
Privacy
Answer people's data requests on time, record consent and set how long employee data is kept.
Who can use it
Staff with the data-request, consent and privacy-settings permissions, usually HR and your data protection officer.
Where: HR → Privacy: Data subject requests, Consent records, Privacy settings.
Requests with their due dates.
Privacy settings (do this first)
| Field | Meaning |
|---|---|
| Privacy law | The law you answer under. It sets the due date of every new request (the statutory window is shown) |
| Your own response window (days) | Optional. Used only when it is stricter than the law |
| Data protection officer, DPO email | Who handles privacy |
| Retention | Months to keep each category after employment ends. Categories marked Legal record (such as payroll) are kept regardless. Field change history and data export files are also deleted once they pass their retention period (history of a person under legal hold is kept) |
Click save when done. Defaults are shown beside each category.
Data subject requests
A person can ask to see or export their data, correct it, erase it or restrict its use.
- Click Log request.
- Choose the employee or enter the person's name and email. Set Received on (record it the day it arrives, because the deadline counts from then) and describe What was asked.
- Open the request and click Start.
- Act on it:
- Generate export builds a ZIP of everything HRM holds about the person. It is prepared in the background; refresh in a moment. Links work for a short time. Generate again if it has expired.
- Erase personal data (Erase permanently) anonymizes names, identity numbers, contact, bank and medical data and photos. The employee must be inactive and not under legal hold. Payroll and legal records are kept for their required period.
- Extend the deadline is allowed once for a complex request, where the law permits.
- Finish with Complete request (note how it was answered), Reject request (the person must be told why) or Cancel request (withdrawn or logged by mistake).
Requests past their due date show Overdue.
Legal hold and restriction
On an employee's History & privacy tab, Place hold keeps the data and blocks erasure while a case is open (state the reason, for example "Labour court case 2026/114"). Release lifts it. A Processing restriction is set when a restriction request completes; Lift removes it.
Consent records
Consent records shows who agreed to what, when and how, and when they withdrew.
- Click Record consent.
- Select the employee and the purpose (pick a common purpose or type a key such as
newsletter_2026). - Choose the decision (Granted or Withdrawn), the Policy version and a note on where the signed form is kept.
- Use Withdraw on an existing record to log a withdrawal. Keep the evidence.
Example scenario
A former Padma Net Support technician emails asking for all his data. HR logs the request with the date received. The due date follows the chosen law. HR clicks Start, then Generate export, sends the ZIP, and completes the request with a note.
Tips
- Log requests the day they arrive.
- Set retention before you need it.
- Check for a legal hold before any erasure.
Troubleshooting and FAQ
Erase is disabled. The employee is still active, or is under legal hold.
The export link does not open. It expired. Click Generate again.
Overdue request. Answer as soon as possible. Extension is allowed only once.