Ending Employment and Erasing Personal Data (GDPR)

When someone leaves you there are two actions, and they happen at completely different times. They are easy to confuse – and one of them cannot be undone.

Both require the permission to manage users.

Ending an employment

Open the person's staff record under Personal ▸ Personal, click Redigera, Avsluta anställning and confirm with Ja, avsluta.

What happens:

• The person is marked inactive and the end date is set to today
• Access to this restaurant is closed, except for the last administrator described below
• Open punches are closed
• Draft and published shifts on or after the end date are cancelled. Review confirmed shifts separately

One warning matters: if the person is the restaurant's only administrator they keep their login. Vendion says so, and you must appoint a new administrator before the account can be closed. Otherwise you lock yourselves out of your own restaurant.

Re-hiring someone

An ended employment can be brought back. Open the record, select Redigera, click Återanställ and confirm with Ja, återanställ. The person becomes active again, the end date is removed and the login is reopened.

What does not come back: the PIN (set a new one in the form), the till permissions and the shifts that were cancelled when the employment ended. Those must be entered again.

A recruitment whose offer was withdrawn cannot be reactivated here – recruitment has its own route back.

Erasing the personal data

The Anonymisera personuppgifter button appears at the top of inactive staff records that have not already been anonymised. It can appear before erasure is allowed; Vendion then blocks the action and shows the earliest date. Read the confirmation and select Radera personuppgifterna only after reviewing your retention and erasure obligations.

What is permanently erased:

• Identity number, bank account, name, email address and phone number
• The name in the staff register is replaced with "Anonymiserad användare"
• The calendar link to the person's schedule stops working

There is no automatic nightly erasure. Permanently destroying personal data should be a deliberate decision by a human, not something that happens quietly at three in the morning. The action cannot be undone.

What remains – and why

The action clears personal fields in the staff record and related registrations, but does not erase every copy or document. The following remain:

• Hours worked and punches – the basis for pay already made
• Payroll data and payroll exports
• The staff register's timestamps – clock-ins and clock-outs, but without name and identity number
• Employment agreements and uploaded staff documents — the button does not erase them; they may still contain identifying information

Assess agreements, documents and saved exports separately. Contact Vendion if you need help carrying out an approved erasure of material outside the button’s scope.

When erasure is permitted

The system refuses to anonymise before the staff register's retention period has passed, and the error message states the exact date on which it becomes permitted.

Vendion’s restriction uses the employment end date and permits the action no earlier than 1 January three calendar years later. The legal staff-register retention period instead depends on the business’s tax year. Check your tax year separately, especially where it differs from the calendar year. See Skatteverket’s retention guidance.

An example: an employment ending in May 2024 passes Vendion’s date restriction on 1 January 2027. This does not by itself establish that all information may be erased then.

People without an end date – that is, ongoing employments – can never be anonymised.

Employment agreements and staff documents are not covered by anonymisation. Their retention period depends on content and purpose. Accounting records have accounting retention requirements; that does not mean every staff document always needs the same retention period.

The employee's own rights

An employee can retrieve a summary under staff portal ▸ Profil ▸ Min data (GDPR) ▸ Ladda ner min data, using a button which generates a file with personal details, schedule rows, punches, absences, holiday data, tip distributions and employment contracts. Every such export is logged for traceability.

The export helps employees obtain a copy of recorded information. Employees can still contact their employer for further information, corrections or a subject access request; self-service does not replace the employer’s responsibility.

Before you erase

Assess each type of information separately. Vendion’s date restriction does not fully assess your obligations. See IMY on storage limitation in employment.

This article describes what the product does, not what your particular business should do. If you have questions about which data you must or may keep, check with your accountant or data protection officer before erasing.