Exporting or deleting a person’s personal data
How to handle a request to access, export or delete personal data in line with GDPR requirements.
An employee or a former team member can ask at any time to see, receive a copy of, or have their personal data deleted. Klyra provides dedicated tools to handle these requests without manually touching every table.
Access requests
From the person’s profile you can generate a summary of all personal data processed: personal details, HR documents, clock-ins, attendance and any other data linked to their account. It is the starting point for answering an access request.
Exporting personal data
The export produces a readable file gathering the person’s data, suitable both for handing to the data subject and for keeping as proof that the request was answered within the legal deadline.
- Export per person on request
- Readable format for direct delivery to the data subject
- The request and answer are traced in the activity log
Deleting personal data
Deletion removes personal details that are no longer needed, while keeping in anonymised or aggregated form the information required by legal obligations, for example HACCP records or accounting entries linked to invoices already issued.
When deletion is not immediate
If longer retention obligations apply, such as tax documents or food safety records, full deletion only happens once those periods expire: in the meantime the data is isolated from daily use and made inaccessible to the rest of the team.
Cosa trovi in questa guida
- right of access
- personal data export
- right to erasure
- GDPR requests
- data portability
Passaggi
- Go to Administration, then Users, and open the person’s profile.
- Select Personal data request.
- Choose Export if you need a readable copy of the data.
- Choose Delete if the person has requested erasure.
- Review the list of data subject to longer retention obligations.
- Confirm the operation and hand over the copy if requested.
- Check that the request appears in the activity log as a record of the response.
Problemi frequenti
- Deletion does not remove some documents → they are subject to a longer legal retention obligation, so it is correct that they are not erased right away.
- You cannot find the export button → check you have the required admin permission, otherwise ask an owner.
- The person requests deletion while still an active employee → check with an HR advisor whether to act now or wait until the employment ends, so as not to lose data needed to manage the contract.
- You need proof of having answered within the deadline → use the activity log, which shows the date and time of the request and of the response given.
Domande frequenti
How long do I have to respond to an access request?
The deadlines are set by the data protection regulation applicable to your organisation; the export from Klyra itself is instant once started.
Can I delete the data of an employee who still works for us?
Generally not, since the data is needed to manage the ongoing employment relationship: check the request with an HR advisor.
Must HACCP records showing an operator’s name be deleted on request?
No, food safety records follow specific retention obligations that override the deletion request until they expire.
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