OIXIO | Data Protection
Salary and personnel data remain in the system for as long as your retention policies require
OIXIO Data Protection monitors personnel data retention periods in Microsoft Dynamics 365 Finance & Operations and automatically anonymizes or deletes expired records.
This reduces manual work and data protection risks, and ensures that data remains under control throughout the employee’s entire tenure. This helps comply with the General Data Protection Regulation (GDPR) requirement to retain personal data only for as long as necessary.
You Set the Rules
Set the retention period, the basis for calculation, and the action to be taken when the deadline is reached.
The system tracks deadlines
A periodic check automatically identifies expired data, so you don’t have to search for it manually.
Every action is visible
The edit history shows what was done and according to which rule.
Do you track the retention periods for personnel data in Excel?
Retention periods for employment contracts, educational records, and other personnel data vary and also depend on the country. If these deadlines are tracked manually, data may remain in the system longer than permitted by law. However, the General Data Protection Regulation (GDPR) requires that personal data be retained only for as long as necessary for the purpose of processing. OIXIO Data Protection handles this directly within Dynamics 365 Finance & Operations.
You set the rules, not the developer
For each data type, you specify:
- How long is data retained—in days, months, or years?
- What is the basis for calculating the retention period—for example, the end of the last employment contract, the validity period of a document, or the end of the fiscal year
- Is the data deleted or anonymized when the retention period expires?
- Which fields are anonymized and what do they get replaced with
- Under what conditions does this rule apply
If the law changes, you can modify the rule yourself; no development is required. The system detects an incorrect rule as soon as it is entered.
Automatically or immediately, as needed
The system regularly checks retention periods and deletes or anonymizes expired data according to the rule. If an employee has a valid contract or if deletion would compromise data integrity, the data remains untouched.
If certain data must be removed immediately upon termination of employment, an authorized user can do so from the employee’s profile.
Delete or Anonymize
- Deleting removes the record from the system.
- Anonymization leaves the record intact but replaces selected fields with predefined values or leaves them blank.
Exceptions Are Under Control
If an employee’s data cannot yet be deleted—for example, due to an ongoing labor dispute—you can exclude that employee from deletion and anonymization on their profile and add a reason. This employee’s data will not be deleted or anonymized—neither automatically nor manually. All exceptions are compiled in a separate overview.
All actions are logged
Every deletion and anonymization, as well as every skipped or failed action, is recorded in the processing history. For each entry, you can see which rule the action was based on. Only users with the appropriate security role can change settings and manually delete data.
Who is OIXIO Data Protection suitable for?
OIXIO Data Protection is designed for HR and payroll departments, as well as data protection specialists, in organizations that use the OIXIO Payroll and HR solution in Dynamics 365 Finance & Operations. The module is available in Estonia, Latvia, and Lithuania.
Frequently Asked Questions
OIXIO Data Protection is a module of the OIXIO Payroll and HR Solution for Dynamics 365 Finance & Operations. It tracks retention periods for payroll and HR data and automatically deletes or anonymizes expired records according to the rules you specify.
The GDPR’s principle of data minimization requires that personal data not be retained longer than necessary for the purpose of processing. OIXIO Data Protection monitors retention periods according to your rules, deletes or anonymizes expired data, and records every action in a processing log, which helps demonstrate compliance. Retention periods and their legal basis are determined by the organization itself.
Deletion removes the record from the system. Anonymization leaves the record intact but replaces selected fields with predefined values or leaves them blank, so that the history can still be used for reporting.
No. The HR or payroll department configures the rules itself. If the law changes, you modify the rule, and the system detects an invalid rule as soon as it is entered.
An employee may opt out of deletion and anonymization—for example, due to an ongoing labor dispute—and provide a reason. Their data will not be deleted or anonymized until the exception is removed.
Only users with the appropriate security role can change settings and manually delete data. Every action is logged in the audit trail.
The module can be used in Estonia, Latvia, and Lithuania