Data erasure

Ask for your personal data to be erased.

Who can use this page

Employees: can see and submit a request for their own data (request_own_data_erasure).

HR Manager and HR Associate: can see every request and submit one on behalf of a person (submit_data_erasure_request, view_data_erasure_requests).

Privacy Administrator: reviews requests. Approving or rejecting needs review_data_erasure_request. This role is kept apart from submitting on purpose, so the person who submits is never the person who approves.

Superusers can always open it. Your administrator can also give these permissions to a custom role.

Data erasure is the Right to Erasure under the Personal Data Protection Act 2023 (Section 26). It permanently removes a person’s sensitive personal data and deactivates their account. Every step is recorded for audit.

When a request is allowed

A person must be marked Resigned or Terminated before an erasure request can be submitted. If they’re still active, the request is refused with a message saying so.

Only one request can be pending for a person at a time.

Ask for your own data to be erased

Available to employees. Select Request deletion of my data. The window explains what happens before you continue:

• Your data is removed. Sensitive personal details such as medical, payroll and ID information are permanently erased.
• Your account is deactivated. You lose access to Peoplance, including your payslips, leave and documents.
• It can’t be undone once approved. Until then the request stays pending.
• A record of the request is kept with your name, for audit.

Add a reason if you like, type DELETE to confirm, and select Request deletion. The button stays off until you’ve typed it. Select Keep my data to back out. You can follow the request on this page.

Submit a request for someone else

Available to HR. Select New request, choose the Person, add an optional Reason describing the basis for the request, and select Submit request. The person must be Resigned or Terminated.

The list

Employees see their own requests. HR and the Privacy Administrator see everyone’s, with these columns:

• Subject: whose data it is.
• Requested by: who submitted it.
• Reason, or “No reason given”.
• Status: Pending, Approved or Rejected. A rejected request shows the reviewer’s note.
• Submitted and Completed dates.
• Actions, for the reviewer only.

Review a request

For the Privacy Administrator, on a pending request:

• Approve opens Confirm erasure. Selecting Erase data permanently removes the person’s sensitive personal data and deactivates their account. This cannot be undone. The erasure is logged in the audit trail.
• Reject asks for a note to the person, which is required, so they can see why. The request is closed and nothing is erased.

A request can only be reviewed once. If it has already been decided you’ll see a message saying so.