The Privacy and data page shows how long Sahora keeps your company's records, lets the owner download everything, keeps a log of personal data requests and is where you start leaving Sahora. Owners and payroll officers can open it; downloading the export and leaving are for owners.
How long records are kept
The Retention card lists the periods that apply to your company:
- payroll, tax and contribution records and the activity log;
- time and attendance records;
- clock-in photos, which are deleted automatically after their period unless the punch is still under review or the day is under an open time correction.
These are minimum periods. Payroll and time records stay while you use Sahora and are deleted only when you leave. The periods themselves are set by Sahora for every client; see Security for how Sahora protects your data.
Download all your data
- Open Privacy and data and go to Full export.
- Click Download export (ZIP), or With payslip PDFs (larger) to add every approved payslip.
The file has every table as CSV, the register of each approved payroll in Excel, and the BIR 2316s and alphalist file for each year. Employees' government and bank numbers are in full in the file, so keep it safe. Each download is recorded in the activity log.
Store the file where only the people who need it can open it, and delete copies you no longer need.
Log personal data requests
Under the Data Privacy Act, employees can ask to see, correct or erase their personal data, object to its use or get a copy. Keep a record of each request, and of any breach incident, here.
- Go to Data-subject requests and incidents.
- Choose the Kind: Access to personal data, Correction, Erasure or blocking, Objection to processing, Data portability or Breach incident (notify the NPC).
- Type Who (the person, or "incident") and the date under Received on, and add Details.
- Click Log request.
Sahora works out the response due date and lists the request with it, marked overdue if it passes. When you have answered, type How it was resolved and click Close.
Leave Sahora
- Open Privacy and data and go to Leaving Sahora.
- Click Start departure (read-only grace period) and confirm.
What happens next:
- The workspace becomes read-only for a grace period, the same export window as cancelling a subscription. The card shows how many days are left.
- Download the full export before the grace period ends.
- You can click Cancel departure during the grace period. The workspace goes back to how it was.
- When the grace period is over, your company's data is deleted and a Certificate of deletion is recorded on this page.
If you'd rather keep your records with Sahora, click Request paid archive instead of deletion during the grace period. The deletion waits while the request stands; click Withdraw archive request to take it back.
Good to know
- Cancelling a paid subscription on Billing leads to the same export window and deletion. See Monthly or annual billing, and cancelling.
- Sahora's privacy notice is at Privacy notice. Everyone who signs in reads it once, and again when it changes.
- For questions about personal data, write to mail@sahora.ph.