In this article we try to inform you as good as possible about our GDPR tool. You will find the following subjects. Just click on the subject to jump directly to it.
- 1. Who is able to use the tool?
- 2. How do I use the GDPR Tool?
- 3. Data per employee type
- 4. What should I know about this GDPR tool?
- 5. How is Nmbrs calculating the 'Not compliant' days?
- 6. Which kind of data will be deleted?
Who is able to use the tool?
This tool is available for Accountant and Business environments. The following templates have the rights to this feature:
Accountant environment:
Administrator (met debiteurenbeheer)
Business environment:
Administrator Gebruiker
How do I set up and use the GDPR tool?

3. Open the GDPR Tool
Data per Employee Type
Nmbrs provides different employee types. For the types Former Payroll, Former External or Rejected Applicants, you are able to see if you are compliant and if data needs to be deleted. Each type has specific data which will be removed with this tool.
Click on one of the following types to see the data matrix of the specific type.
For the type 'Former Payroll Employee' the following data types are available:
2 Years | Employee Development |
2 Years | Application |
2 Years | Personeel File |
2 Years | Illness |
2 Years | Others |
5 Years | Personal Data |
5 Years | Taxes Statements |
5 Years | Others |
7 Years | Contract Info |
7 Years | Finance Info |
7 Years | Employee Identity |
7 Years | Others |
To see which specific dashlets and content are linked to this data types you can see this article.
For the type former external the following data types are available
0 Day | Application & Identity |
To see which specific dashlets and content are linked to this data types you can see this article.
For the type Rejected Applicant the following data types are available
1 Month | Application & Identity |
1 Year | Application & Identity |
To see which specific dashlets and content are linked to this data types you can see this article.
What should I know about this GDPR tool?
- Only Former Payroll, Former External and Rejected Applicants will be considered to be picked by the wizard. When an employee is out of service but the type is not changed to 'Former Payroll Employee', the employee will not be picked by the tool.
- To see if the types expired the retention period (and how many days), we calculate based on out of service date for former payroll employees. For former External and Rejected Apllicants we base this calculation on the employee type change date.
- Deleting the data is not in sync with performing the action, it will be executed in the upcoming 24 hours.
- When an action is planned, this action can't be reverted.
How is Nmbrs calculating the 'Not compliant' days?
We calculate the 'Not compliant' days on the following formula:
Current date - (Out of service date + retention years) = Not compliant days
Example 2 years
An employee is out of service on 28/02/2014
When the retention period is 2 years, the compliant date is 28/02/2016
The current date is 16/04/2019
The amount of not compliant days is 1143
Out of service: | Retention Period | Retation date | Current date | Days not compliant |
28/02/2014 | 2 years | 28/02/2016 | 16/04/2019 | 1143 |
Example 5 years
An employee is out of service on 28/02/2014When the retention period is 5 years, the compliant date is 27/02/2019
The current date is 16/04/2019
The amount of not compliant days is 48
Out of service: | Retention Period | Retation date | Current date | Days not compliant |
28/02/2014 | 5 years | 27/02/2019 | 16/04/2019 | 48 |
Important to know!
This calculation is being used for Former Payroll Employees. For the types 'Former External' and 'Rejected Applicants, we use the date of type change in this calculation.
Example Former External
An employee with the type 'External' is changed to the type 'Former External' on 28/02/2019
The retention period is 0 days, the compliant date is 28/02/2019
The current date is 16/04/2019
The amount of not compliant days is 47
Example Rejected Applicant
An employee with the type 'Applicant' is changed to the type 'Rejected Applicant' on 28/02/2019
When the retention period is 1 month, the compliant date is 30/03/2019
The current date is 29/04/2019
The amount of not compliant days is 30
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