Since the introduction of General Data Protection Regulation (GDPR), HRWize provides a Compliance Rules feature that will allow you to delete or anonymize employees or candidates automatically after a set period of time. For example, if your company policy states that the candidate/recruitment files will be anonymized after a period of time, the Compliance Rules feature will allow this to be processed to be automated. 

Click here for an article describing the difference between deleting and anonymizing employees or candidates.

Please Note - As the process of deleting or anonymizing an employee is permanent and irreversible (to comply with rules around data deletion), please consider the impact of deleting data, should it later be required for say, a tribunal, or even auditing expense receipts. 

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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, 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 anonymizing candidate data 26 weeks after they left has been created and made active:

• Compliance rule name: Anonymize candidate data after 26 weeks
• Data source: Candidates
• Rule: Anonymize
• Timeframe: 26 Archived date (please note the timeframe is always in weeks)
• Status: Active

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.

Please Note - Each compliance rule you create will have status of "Pending" until you contact support@hrwize.com to have the rule enabled, at which time the status will change to "Enabled".

As well as adding a new Compliance rule you can also click on the 'Suspend all rules' button to make all rules inactive, which can then be found by clicking on the "Archived compliance rules" button. Any compliance rules you suspend will be shown as 'Disabled'.

Please Note - Deleting or anonymizing 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.