Settings & Admin

Subject Access Export

Answer a worker's subject access request with one ZIP file of the personal data TempClock holds about them.

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What It Is Produce an Export What Is Inside Good Practice

What It Is

A subject access export per worker.

Under UK GDPR a worker can ask for a copy of the personal data held about them. Your agency, as the controller, answers the request. TempClock gives you a one-worker export to help. You check the requester's identity before you share it.

Before you start

  • Agency console: an Admin or super admin with the Privacy (GDPR) page.
  • Client dashboard: a tenant admin, for the client's own workers only.

Produce an Export

From the Worker privacy page.

Open Worker privacy

Agency console: Workforce > Privacy (GDPR). Client dashboard: Workforce > Privacy (GDPR).

Open the worker

Find the worker in the register and click Open.

Export

Under Subject access export, click Export this worker's data. The export is listed with when it was Created, when it Expires and whether it has been Downloaded.

What Is Inside

One ZIP file with a README that lists every file.

File Holds
metadata.json The worker profile, badge number and any NFC card, and whether face data and a PIN exist. The PIN itself and the face vector are never included.
biometric_consent.json Consent status and every consent given or withdrawn.
images The enrolment photo, PIN clock photos and forgot-badge face images.
clock_events.csv Every clock-in and clock-out.
rota_shifts.csv Shifts booked on the rota, including sick and no-show.
shift_offers.csv Shifts offered to the worker and their answers.
availability.csv and absences.csv Availability pattern and dates marked unavailable; holiday and sickness absence with any reason.
face_match_scores.csv The similarity score for each face clock.
reliability_scores.csv and reliability_history.csv The reliability score and its history.
incidents.csv and restrictions.csv Incidents recorded about the worker, and site restrictions such as do not return, with reasons.
awr_records.csv and holiday_entitlements.csv Agency Workers Regulations qualifying weeks and holiday entitlement.
skills.csv and hours_limit_periods.csv Skills and tickets the worker holds, with expiry dates, and the dates their weekly hours limit does not apply. The limit and its reason are in metadata.json.
messages.csv and notifications.csv Shift texts and emails sent to the worker, and system notifications that mention them.
clock_refusals.csv Clock attempts the kiosk refused.
documents.json and documents Uploaded documents and their details.
survey_responses.json and audit.csv Clock survey answers, and audit log entries naming the worker.
Note

Every file is included even when it is empty: an empty one says (no records). The README in the ZIP lists what was included. The download link expires 7 days after it is made, and every export is written to the audit log.

Good Practice

Before you share it.

Check the requester is the worker, or someone they have authorised.
Respond within one month of the request, as UK GDPR requires.
If you are also erasing the worker's data, produce the export first, then anonymise them. See Data Retention.

Related guides

Data Retention
Biometric Clocking and GDPR
Agency Go-live Checklist
Previous Data Retention Next Agreements
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