Former employee data retention
How long a former employee's personal data stays, how to change that period, and how to anonymise someone at once.
A person's access to CLVR ends on their last day. Their personal data stays for a set number of days after that. Then CLVR anonymises it automatically. Anonymise: remove the personal data for good, so the record no longer points to a person.
Set the retention period
The retention period is how many days CLVR keeps a former employee's personal data after their last day. The default is 90 days. You can set from 30 to 730 days.
A message confirms it, for example Saved. Former employees are anonymised 180 days after their last day.
Under the field, an example shows the date someone would be anonymised if their last day were today.
If you shorten the period, the page warns you first. Example: "Shortening from 180 to 90 days. Anyone whose last day was more than 90 days ago is anonymised the night after you save. This can't be undone."
The period applies to everyone who has left and is not anonymised yet. CLVR checks each person's last day against it every night.
What is removed and what stays
| Removed when anonymised | Kept |
|---|---|
| Name, email, personnummer, address and date of birth | Expense and benefit amounts |
| The manager link | Expenses already sent to payroll |
| Receipts on their expenses | Benefit totals |
| Text they wrote, such as expense notes and requests | The employee number |
| Sign-in sessions, notifications and email still waiting to be sent |
Amounts stay, so your totals for the year still add up. Past payroll exports still match. The employee number stays so the row still matches your payroll system. Wherever the person shows up, they show as Former employee.
In the employee list, they have the status Anonymised. They are hidden until you turn on Show anonymised in Row filters.
CLVR also keeps a small anonymous statistic: role, city, time employed, salary and benefit spend by year. It has no link to the person or to your company.
Anonymise someone at once
If a former employee asks you to remove their data now, you don't have to wait.
This can't be undone. To bring the person back, you have to add them again as a new employee.
If someone still has this person as their manager, CLVR refuses. Give those people a new manager first. To find them, pick this person in the Manager filter on the employee list.
People who left a long time ago
The nightly run covers everyone, including people who left long ago. If someone's period has passed, they are anonymised in the next run. To keep someone's data longer, set a longer period first.
Troubleshooting
- I can't find the setting. Open the HR menu and select Retention settings under Settings. The pro-rate choices for leavers are in Allowance settings.
- I can't save the new period. Keep for must be from 30 to 730. Until it is, the page says Enter a number from 30 to 730.
- The page is locked. Your company is part of a group, and the group manages this setting for you. Ask the person who runs your group's settings.
- Anonymise now is missing. It only shows once the person's last day has passed. Someone already anonymised only has Open details in their row menu.
- I can't find an anonymised person. Turn on Show anonymised in Row filters.
- Anonymise now was refused. The message gives the reason: the person has no termination date, is already anonymised, or is still someone's manager. Give their reports a new manager first.
- A former employee's real name is still in a payroll or expense report. That's expected until their period ends, or until you anonymise them.