Officient is the Belgian product name for Exact Online HR in the Netherlands.
Officient is committed to protecting the privacy of employees everywhere. That's why we designed a Self Service app for employees that enables a new, transparent relationship between employee and employer.
Your privacy rights & the Officient Self Service app
The Officient Self Service app is designed specifically to meet the requirements set forth by GDPR.
✓ You can use the Self Service app to access any piece of information or data that the company has collected from you.
✓ You can use the Self Service app to make adjustments to incorrect information about yourself.
✓ You can use the Self Service app to delete information about yourself, as long as the information is not necessary in the future (e.g., for payroll processing activities)
✓ You can use the Self Service app to block weekly digest email if you prefer not to receive it anymore.
Summary of personal data expected to be retained
✓ Name employee
✓ First name employee
✓ Current and previous roles
✓ National registration number
✓ Date of birth
✓ Marital status
✓ Business e-mail address
✓ Personal e-mail address
✓ Home address
Contact in case of emergency (incl. type of contact and telephone number)
Salary information & extra-legal benefits
✓ Type of remuneration (employee/freelancer)
✓ Currency of remuneration
✓ Country of registration
✓ Start and end date
✓ Gross salary + any benefits and/or personal contributions
✓ Work schedule
Information about company equipment, company cars & training
✓ Type of company car with specifications
✓ Type of company equipment with specifications
✓ Information about training followed
✓ Type of leave, hours worked and overtime
✓ Number of leave days and hours
✓ Approval of leave days, limits and budgets
✓ Periodic evaluations with specifications
✓ Employment contract and regulations
✓ Different policies
✓ Documents uploaded by users and employee
✓ Documents uploaded by the social secretariat and displayed in the application via integration with the wage engine
Customers can choose to customise the data structure by assigning free fields to any data object. Personal data can be added voluntarily by staff members using these free fields.
Statistics and historical logging of the above
Officient provides its customers with statistics and aggregated data. For example, a gender pay gap can be visualised with the information provided by the database.
Why are these data stored?
Hrsoftware such as Officient has to process personal data for a number of reasons:
- We need to keep data from a number of personal fields in order to perform payroll calculations
- We need to keep contracts between employees and employers for a number of years.
- We need to keep personal calendars to ensure that legal limits on leave-taking are respected.
- Legal documents (e.g. identity card, driving licence, etc.) must be retained by the employer.
- We allow integration with other systems through the Officient APIs if requested by the client. We need to store access data and information to authenticate new users to use the platform.
Where will this data be stored?
Thedata will be stored in Officient's own software and databases. Personal data can also be exchanged through the integrations that Officient has built, and through the API that is available to customers.
How long will the data be kept?
Officientwill keep the personal data for as long as the order and/or agreement is in progress. Once the order and/or agreement has been terminated and the period that allows for export has been exceeded, Officient will first delete the personal data by means of 'soft deletion'. This will be done by deactivating the account and will take effect after explicit written confirmation of the parties involved (Officer-Customer-Partner). If the account is not reactivated within 540 days after deactivation of the account, all data from the account will be permanently deleted from the Officient database. The database will however retain the fact that an account ever existed. The choice for 540 days is made to allow customers and their employees, if necessary, to consult legal documents (such as pay slips or invoices) during this period.
Notwithstanding this general rule, Officient may, at the express written request of the customer, apply a shorter retention period and consequently delete the personal data by means of "soft deletion" or "hard deletion". In any instance of soft deletion, hard deletion will always occur after the 540 day period if the account is not reactivated (as described above).
Which applications (processors & subprocessors) use your data?
can find an overview of all our processors & subprocessors here