How to ask us to delete your account and your data, what actually gets deleted, and what the law requires your employer to keep.
1. Which applies to you
TaskBit HR is used by employers to manage their workforce, so who can delete what depends on which of these you are.
2. If you are an employee
Your employer decides what is held about you and for how long — legally they are the controller and we act on their instructions. That means we cannot delete your employment record on your say-so alone, in the same way a payroll bureau cannot delete your P60 because you asked.
To request deletion:
- Ask your employer's HR or line manager to remove your record from TaskBit. This is the fastest route and the one that works.
- If they cannot help, or you no longer have a working relationship with them, email privacy@taskbithr.com from the address on your TaskBit account, with the subject "Account deletion request".
- Tell us your name, your employer's name, and whether you want your login removed, your whole record removed, or both.
We will confirm receipt, contact your employer, and action whatever we are permitted to action directly. Where we cannot delete something, we will tell you which of the retention rules in section 5 applies and when it expires.
3. If you own or administer the account
Two different things, with two different routes.
3.1 Closing your own login
Everyone in an organisation, except its owner, can close their own login from inside the app: sign in at https://app.taskbithr.com and go to Settings → Security → Delete my account, confirmed with your password. Your record is anonymised straight away and you are signed out.
The owner is the exception. Deleting the owner would leave the organisation — and every colleague's record inside it — with nobody able to administer it, so the app refuses. To close an owner's login, email privacy@taskbithr.com from that address and tell us whether the organisation should continue under someone else or be deleted along with it.
3.2 Deleting the whole organisation
- Email privacy@taskbithr.com from your administrator address, with the subject "Delete organisation".
- Tell us the organisation's name and confirm you own or administer it.
- We verify you against the account on record before we act, then confirm once it is done.
This removes the organisation and every employee record inside it, so it cannot be undone once the grace period in section 5 has passed.
4. What is deleted
On deletion we remove:
- Your login — email address, password hash, any device unlock PIN, and multi-factor secrets.
- Your employee record — name, date of birth, phone number, address, emergency contact, and National Insurance number.
- All location data captured at clock-in and clock-out, including coordinates and accuracy.
- Attendance, shifts, leave, expenses, uploaded receipts and signed documents.
- Bank details held for payment, including the encrypted account number.
- Push notification tokens, so the app stops reaching your device immediately.
5. What is kept, and why
Some records cannot be deleted on request, because keeping them is a legal obligation on your employer rather than a choice we make.
| Data | Kept for | Why |
|---|---|---|
| Payroll and payslip records | Typically six years | Statutory record-keeping. Your employer must be able to evidence what they paid you and the tax deducted. |
| A deleted organisation | 30 days, then permanently deleted | So an accidental cancellation can be reversed. Nothing is served from it during that window. |
| Audit logs | 12 months | Security. Records that an action happened and by whom, not the content of your record. |
| Backups | No more than 35 days behind live | Backups roll off on their own cycle; deleted data disappears from them as that cycle completes. |
Once each period above expires, the data is deleted without you needing to ask again.
6. How long it takes
We acknowledge requests within five working days and complete them within one month, which is the limit set by the UK GDPR. If a request is complex we may extend that by a further two months, and we will tell you why before we do.
Questions, or no reply from us: privacy@taskbithr.com. Our full privacy policy sets out your other rights, including access, correction and complaint to the ICO.