Employee Data Management & Deletion
Guidance for HR administrators on managing and deleting employee data in OnMarQ360
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Data Management & Retention
OnMarQ360 is an enterprise HRMS platform where employee data is owned and managed by your organization. As the data controller, your HR department decides whether to retain or delete employee records in accordance with your organization's policies and applicable data protection laws.
Important: OnMarQ360 does NOT automatically delete employee data. Data retention is entirely your organization's decision.
Only your HR department can decide whether to retain or request deletion of employee records. OnMarQ360 will process deletion requests only when explicitly authorized by your organization.
Optional: When to Request Data Deletion
Data deletion is optional. If your organization decides to delete employee records, here are common scenarios when deletion may be requested:
- Employee Separation: When an employee leaves the organization and data retention requirements are met
- GDPR Right to Erasure: When processing personal data is no longer necessary and legal retention periods have expired
- Data Correction: Deletion of incorrect or duplicate employee records
- Compliance Requirements: To meet specific regulatory or contractual data retention policies
- Data Breach Response: Deletion of affected records as part of incident management
- Contract End: When client contracts or service agreements with OnMarQ360 terminate
Optional: Data Deletion Request Process
If your organization chooses to delete employee records, follow these steps:
HR Admin Reviews Records
Identify employee records that need to be deleted based on your organization's data retention policies and regulatory requirements.
Internal Approval
Obtain necessary internal approvals from your organization's management or data governance committee if required by your policies.
Submit Deletion Request to OnMarQ360
Contact OnMarQ360 Support with the list of employee IDs or records to be deleted, along with the business justification and approval documentation.
Required Information: Employee IDs, deletion reason, date of request, and authorized representative signature
Data Deletion Processing
OnMarQ360 Support processes the deletion request and permanently removes the specified employee data from all systems, subject to compliance and legal holds.
Confirmation & Audit Log
HR receives deletion confirmation with audit trail documentation for compliance and record-keeping purposes.
Data Deletion Support
Deletion Request Support
If your organization requests employee data deletion, contact OnMarQ360 Support with your authorization: For HR administrators submitting employee data deletion requests, contact OnMarQ360 Support:
Email: tech@rskonlineservices.com
Subject Line: "Employee Data Deletion Request - [Organization Name]"
Response Time: 7-10 business days from receipt of complete request
Privacy & Compliance Inquiries
For data governance policies and compliance questions:
Email: tech@rskonlineservices.com
Mailing Address:
RSK Online Services Pvt. Ltd.,
Plot No. 649, HARIKRUPA, Old Bagadganj Road,
Near Brahmakumari Aashram, Opp. NIT Ground,
Nagpur, Maharashtra – 440008, India
Processing Timeline
- Request Submission to HR: Immediate
- HR Verification: 2-3 business days
- OnMarQ360 Processing: 5-7 business days after verification
- Total Timeline: 7-10 business days from HR submission
Important Data Deletion Policies
- Data Deletion is Optional: OnMarQ360 does NOT automatically delete data. Your organization decides whether to retain or delete employee records. Deletion is entirely optional.
- Default: Data Retention: By default, employee data is retained in OnMarQ360 indefinitely unless your organization specifically requests deletion.
- Organizational Control: Only your organization's authorized HR representatives can request employee data deletion. Individual employees cannot request self-service deletion.
- Irreversible Action: If deletion is requested, deleted data cannot be recovered. Ensure all necessary records have been archived or exported before submitting deletion requests.
- Legal & Regulatory Holds: Some data may need to be retained to comply with labor laws, tax regulations, or legal holds. We recommend consulting your legal team before requesting deletion.
- Audit Trail: All data deletion requests are logged and documented for compliance and audit purposes. Deletion activity cannot be deleted or modified.
- Backup Retention: Deleted data may remain in backup systems for 90 days for disaster recovery purposes before being permanently destroyed.
Frequently Asked Questions
Does OnMarQ360 automatically delete data?
No. OnMarQ360 does NOT automatically delete employee data. Data is retained indefinitely unless your organization explicitly requests deletion. Data retention is your organization's choice.
Can an employee request their own data deletion?
No. OnMarQ360 is an organizational HRMS system where all employee data is owned by the organization. Only authorized HR administrators can request deletion. Individual employees cannot initiate self-service deletion.
What authorization is needed to request deletion?
Deletion requests must come from authorized HR representatives of your organization and require explicit approval. Authority depends on your organization's data governance policies and may require sign-off from management, legal, or compliance teams.
How long should we retain employee data?
Data retention is your organization's decision. We recommend consulting with your legal and HR teams to establish a data retention policy that complies with labor laws, tax regulations, and contractual obligations in your region. By default, we retain data indefinitely.
Can we request deletion for multiple employees at once?
Yes. If your organization decides to request deletion, you can submit bulk deletion requests specifying multiple employee IDs. Please provide a clear list with business justification for each batch deletion.
What happens if we don't request deletion?
If your organization does not request deletion, employee data will remain in OnMarQ360 indefinitely. This is the default behavior and does not require any action. You can access and use the data as needed.
Do we get documentation if we request deletion?
Yes. If your organization submits a deletion request, OnMarQ360 provides detailed deletion confirmation with audit trails for compliance and record-keeping. This documentation is essential for demonstrating compliance with data protection regulations.