Ask for a copy or a correction of your data

Your employer decides how your personal data at work is used, and Safety AZ keeps it for them. On Your data you can ask your employer's HR for a copy of that data, for a correction or for an erasure, and read their answer. Your employer has one month to answer.

Before you start

• Your request goes to HR in your organisation. HR prepares the answer: Safety AZ does not send a copy of your data, or change or erase it, on its own.
• You can send requests only when your sign-in is linked to your employee record. If it is not, the page says Requests cannot be sent from this account. and Your sign-in is not linked to an employee record. Ask HR.
• You can have one copy request with HR at a time. Corrections and erasures have no such limit.

Open Your data

1. Open the account menu: select your name, or Your account, at the bottom of the side menu. Then select Settings.

2. Under Privacy and legal, select Your data.

The page has four parts: Who is responsible for your data, Ask about your data, Your requests and What you accepted.

Who is responsible for your data

The first part names your employer and, under Data protection contact, the person to write to about your data, with their email address and phone number when your employer recorded them. The line under the contact says where it comes from: Named by your employer. when your employer named a data protection contact. When they did not, it says From your employer's record in Safety AZ. and the contact is Your employer's legal representative.

If neither is recorded, the page says Your employer has not named a data protection contact in Safety AZ yet. You can still send a request: it reaches HR. The part ends with the authority you can complain to if you think your data is not handled lawfully: the national data protection authority in Romania (ANSPDCP) and in the United Kingdom (ICO), and your national data protection authority elsewhere.

Ask for a copy of your data

1. Under Ask about your data, select Request a copy of my data.

2. In Anything in particular? (optional), say if you want something in particular, for example your time records for one year. You can leave it empty to ask for everything.

3. Select Send request. To leave without sending, select Cancel.

The page confirms that the request was sent to HR and gives the date by which your employer should answer. While HR is handling it, the button reads Your copy request is with HR and takes you to the request. If a second copy request is sent anyway, for example from another tab, nothing is sent and the page says You already asked for a copy of your data. HR is handling it; their answer will appear here.

Ask for a correction or an erasure

1. Under Ask about your data, select Request correction or erasure.

2. In What do you want?, choose Correct something that is wrong or Erase something.

3. In What is it, and what should change?, say what is wrong and what it should say, or what should be erased and why. This field is required; you can write up to 4,000 characters. To correct your phone number, address or emergency contact, ask here too.

4. Select Send request.

If you left the description empty, the dialog stays open with Say what is wrong or what should be erased, so HR can act. Some records must be kept by law, so not everything can be erased; HR tells you if that applies.

You can also start from your Profile: under your details, Request a correction opens this page with the correction dialog already open.

Follow your requests

Your requests lists every request you sent, the ones still with HR first. Each one shows its kind (A copy of my data, A correction or An erasure), the day you sent it and, while it is open, the day the answer is due: the same day of the next month, or that month's last day when it is shorter. What you wrote is under You wrote.

Come back to this page to read the answer. Until you send a request, the list says You have not sent any requests about your data.

Your medical and psychological files

Under Ask about your data, the page explains where those files are:

What you accepted

The last part lists the Privacy policy, the Terms and conditions and the Cookie policy, each with the version you accepted and the day, or Not accepted yet. Select one to read it. Safety AZ keeps the latest version you accepted of each document, not every earlier one.

If a request is not sent

When a request cannot be sent, nothing reaches HR, and the dialog opens again with what you wrote, so you can send it again without retyping it. The message says why:

• We could not check your record right now, so nothing was sent. Please try again. Your employee record could not be read. Try again in a few minutes.
• We could not check your earlier requests, so nothing was sent. Please try again. Only for a copy request: your earlier requests could not be checked. Try again in a few minutes.
• We could not send this. Nothing was sent; please try again. The request could not be saved. Try again.
• Your employee record could not be found, so nothing was sent. or This request could not be sent for you. Nothing was sent. Your sign-in does not match your employee record. Ask HR.

If Your requests or What you accepted could not be read, it says This could not be loaded right now. rather than showing an empty list. If the contact could not be read, the page says The data protection contact could not be loaded right now. You can still send a request.