GDPR & Youmanage: Our Data Retention Framework

Katie Harrower |


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There is no hard-set rule as to how long certain pieces of data can be held by an organisation. However, legally, you can only hold onto employee information if the reason(s) for retaining it is compliant with the GDPR.

And because the GDPR isn't prescriptive or dictatorial in telling any of us what data we can hold and how long we can keep it for, this means that each company will have written their own Data Retention Policy and the rules stated therein will need to be upheld.

Some employee data is likely to have a longer ‘life’ than other data. For example, where a company may choose to hold onto an ex-employee’s absence records or performance outputs for a period of time, they may no longer have justification to retain their bank details or salary records, for example.

Following some investigation, the vast majority of HR software systems have limited capability in terms of giving clients the tools they would find eminently useful to determine and control what data is deleted, and when, and what data is retained and for how long.

This is where Youmanage differs hugely and we're very pleased to have been able to develop this capability to assist our own clients with their own data compliance efforts. We have developed a ground-breaking Data Retention Framework within Youmanage which provides each client with the flexibility to 'plug-in' their own data retention rules.

It is likely that different organisations will have different requirements in terms of what data they need to hold on to and Youmanage offers flexibility. Each client is able to set up their data retention criteria in different ways and choose which data is scheduled for deletion and when.

We've also written another article to advise you on how to use HR software in line with GDPR - check it out here.

If you have any questions regarding the Data Retention Framework, or would like to find out how Youmanage can support your compliance efforts, please get in touch, request a free demo or take out a free trial.

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Katie is the Marketing Executive here at Youmanage. Within the wider team, she is responsible for managing all aspects of marketing communications, including content and digital strategy, social media, website traffic, prospective client experience and the overall satisfaction of existing Youmanage users.