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All about Data Retention Period for Resigned Employees
All about Data Retention Period for Resigned Employees

Complete guide on Payboy newest feature.

April avatar
Written by April
Updated over a week ago

Payboy oversees the retention of data for resigned employees by securely storing it for up to ten years, ensuring compliance with all relevant legal and regulatory requirements. This approach facilitates seamless transitions and supports operational continuity while also serving as a safeguard against potential legal disputes. By managing the duration of data retention, we effectively balance access needs with privacy and data protection principles, thereby safeguarding the organization's intellectual assets and operational integrity post-departure of employees.

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How to Set Up Resigned Employee Data Retention Period?

1. Upon successfully logging in to your admin account, navigate to Company > Organisations.

Click the Edit button next to the organization name for which you wish to modify the retention period.

2. Scroll to the bottom of the page. You will see the settings below:

3. Choose the desired retention period for data related to resigned employees. Please note that the maximum allowable retention period is ten years, calculated from the employee's offboarding date. Ensure that you click Submit to save your changes.

4. A prompt message will appear as below, confirming that the settings have been successfully updated.


As this is an organisation blanket setting, the retention period is consistently applied throughout the organization, ensuring that all resigned employees adhere to the same retention guidelines.


Understanding Data Retention for Resigned Employees

Viewing Resigned Employees Records:

Head over to Employees > All Employees. From the Employment State drop-down menu, select the Resigned option to view records of resigned employees.

Retention vs. Duration:

  • Retention Period Longer than Duration: If the retention period is longer than the duration for the employee’s resignation, their data will remain accessible.

  • Retention Period Shorter than Duration: If the retention period is shorter than the resignation duration, a warning message will appear, prompting admins to perform actions to the record.

Managing Records:

  • Click on the warning message to view, edit, or delete the employee's information.

  • To delete, click the Bin icon and confirm by clicking OK on the pop-up message shown below:

Deletion Warning:

  • Clicking on 'OK' will permanently delete all records related to the employee. If the employee is re-onboarded, their information will need to be re-entered manually.

  • Clicking 'Cancel' will return you to the warning message, allowing you to edit the employee's information instead.



Important notes:

Organization-Wide Setting

The retention period is applied uniformly across the organization, meaning that all resigned employees will follow the same retention guidelines.

Extending Retention Period

You may extend the retention period by following the steps here.

Permanent Deletion

Once resignees' records are deleted, they are permanently removed from the system. No past data will be retrievable.
By Re-onboarding the employee means it will be making a new profile for them.


Feel free to contact us if you face any difficulties through the support chat icon on the bottom right of the screen or email support@payboy.biz. We will get back to you within 3 working days.

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