How will this feature help?
Since the introduction of General Data Protection Regulation (GDPR), Natural HR have released a Compliance Rules feature which will allow you to delete or anonymise employees or candidates automatically after a set period of time.
Generally, we don't provide "HR advice" but in the case of deleting and anonymising employee or candidate data, we'd like to caution that the process of deleting or anonymising an employee is permanent and irreversible (to comply with rules around data deletion). We'd also like to stress that companies think about the impact of deleting data, should it later be required for say, a tribunal, or even auditing.
An example of compliance rules in action: 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.
Adding Compliance Rules
To add a compliance rule, go to the following page:
Administration > Company > Settings > Compliance > Compliance Rules
The following warning is displayed:
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
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)
Click here for an article describing the the difference between deleting and anonymising employees or candidates.
Click on 'Submit' to save the Compliance rule, followed by 'Cancel'.
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.
As well as adding a new Compliance rule you can also 'Suspend all rules' which makes all rules inactive, which can then be found in the 'Archived compliance rules' section, and view archived (inactive) compliance rules.
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.