Release Notes WFM: GDPR Screen Changes

What’s Changing?

Allowing deletion/anonymisation of employees’ data to comply with the General Data Protection Regulation (GDPR), in force from 25th May 2018, customisable retention periods have been applied to three separate categories of data within the People System. These Release Notes explain where the new Retention Periods setting can be found and how to change it. 

Proposed Release Date: 17th May 2018

Reason for the Change

Personal data may only be processed in accordance with various principles, but in particular must be:

Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’); and kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; (‘storage limitation’).

Default retention periods will therefore be applied to specific categories of data in Fourth’s People System.  

Details of these, as well as a brief description of the categories of data to which they apply, are set out in our Retention Policy.
The Retention Policy can be found on our Customer Community and on the Fourth website - www.fourth.com/agreements

The default retention periods will only apply to employees who have already been terminated (except in the limited circumstances specifically set out in Fourth’s Retention Policy, referred to above).

Customers will be able to customise the default retention periods.

Customers Affected

All People System customers.

Release Notes
 

HR Global Setting

A new global setting entitled Edit Retention Periods has been added within the HR module (see Fig.1)

• Go to HR Module > Administration > Global Settings

Fig.1 – Edit Retention Periods global setting
 

Retention Periods

Within the Edit Retention Periods global setting, three default retention periods have been added - see Fig.2.

For the first category, Non Financial Data, the retention period selected will run from the date of termination, rounded up to the end of the nearest calendar month.  Please see our Data Retention Policy for more information. 

For the second two categories, Financial Data and Documents Data, the retention period selected will run from the end of the tax year in which the date of termination of the employee occurred.  

Fig.2 – Retention Period categories

Non Financial Data

This field allows a numerical value from 1 to 99 to be entered (in each case representing years).  
All changes made to the above fields will be audited and displayed in the history page as per Fig.3

Financial Data

This field allows a numerical value from 1 to 99 to be entered (in each case representing years).
Financial Data includes fields relating to:
 

• Basic personnel information e.g. name, employee number, National Insurance number
• Financial information e.g. payroll data, pension data, tax data, expense data, P11D information
• HR-related information e.g. employment contract, absence records, holiday records, educational qualifications, maternity/paternity information.

All changes made to the above fields will be audited and displayed in the history page as per Fig.3

Documents Data

This field allows a numerical value from 1 to 99.
Documents data covers physical documents including:
 

• External documents which are automatically uploaded to an employee’s record
• Files which are automatically extracted from the Fourth Solution
• FPS documents, which are sent to HMRC after each payroll run and contain the personal data of all employees during that period in one document.

 
Fig.3 – Global Settings history
 

Further release notes will be made available that will outline what falls under Non Financial, Financial and Documents Data separately and when this data will begin to be deleted/anonymised.

Customers will have a period beyond 25th May 2018 to customise their chosen retention periods before the first run of the deletion/anonymisation service.