Your data and privacy

Learn what Empuls stores about you, how to export your data, and how to request deletion under GDPR, CCPA, and similar privacy frameworks.

Empuls stores work-related data about you — profile fields synced from your HR system, recognitions you’ve given and received, redemption history, survey responses, social posts. You have rights over that data: you can export a copy, request specific items be deleted, or invoke your Right to be Forgotten to have your entire account removed. Open the data-privacy controls in your tenant at https://<your-empuls-url>/home/right-to-be-forgotten.

What Empuls stores about you

Data category	What’s in it	Source
Profile fields	Name, email, department, designation, manager, photo	Your HR system or manual entry
Recognitions given	Awards and citations you’ve sent to colleagues	Your activity
Recognitions received	Awards and citations colleagues sent to you	Colleagues’ activity
Reward points balance	Current and historical points	Recognition events, redemptions
Redemption history	Orders placed, items received	Your activity
Survey responses	Anonymous and identified survey responses	Your activity
Social posts	Feed posts, comments, reactions, polls	Your activity
Login records	Sign-in timestamps, IP addresses (last 90 days), device info	Your activity

Your organization’s privacy policy describes the legal basis for processing each category.

Export your data

You can request a complete export of everything Empuls holds about you:

1. Open data-privacy controls

   From your profile menu, click Privacy → My Data, or open the URL directly.

2. Click Export my data

   Empuls schedules an export job. You’ll get an email when the export is ready, typically within 24 hours.

3. Download the export

   The export is a ZIP containing JSON files (one per data category) and any media you’ve uploaded. The download link expires after 7 days for security.

The exported data is machine-readable and suitable for GDPR portability requests.

Right to be Forgotten

If you’re leaving the organization or want your data removed, you can request deletion of your entire Empuls account:

1. Open the Right to be Forgotten page

   Navigate to https://<your-empuls-url>/home/right-to-be-forgotten.

2. Read the impact summary

   Empuls shows exactly what will be deleted, what will be anonymized (recognitions you gave to others — those stay on the recipient’s record but show as “Anonymous”), and what is retained for legal or audit reasons (typically transaction records for the regulatory retention period).

3. Confirm by re-entering your password

   Empuls requires you to re-authenticate before processing this request.

4. Wait for processing

   Deletion runs as a background job. You’ll receive a confirmation email when complete — typically within 30 days, depending on your tenant’s data-residency rules.

What gets deleted vs anonymized

What you do	What happens to recognitions you sent	What happens to recognitions you received
Account deletion	Sender name replaced with “Anonymous” on the recipient’s record	All your received recognitions deleted
Account deletion	Citation text is retained (it’s part of the recipient’s record)	Including any reward points balance (forfeit)

Survey responses you submitted anonymously stay anonymous. Identified survey responses are deleted with your account.

Regional considerations

• GDPR (EU/UK) — Right to access, portability, rectification, and erasure all supported.
• CCPA (California) — Right to know, delete, and opt out supported.
• PIPL (China), PDPA (Singapore), LGPD (Brazil) — Equivalent rights supported.

Your organization may impose retention requirements (e.g., a labor-law obligation to keep employment records for a specified period) that override your deletion request for those specific records. The impact summary calls these out before you confirm.

Limits and gotchas

• Deletion is irreversible. Once the job completes, you cannot recover your account or data.
• Some data lives on systems Empuls integrates with (your HR system, identity provider). Deletion in Empuls does not propagate there — request deletion from those owners separately.
• If you’re a Super Admin, you cannot delete your own account while it’s the only Super Admin on the tenant. Reassign Super Admin to a colleague first.

Related

• Privacy policy — Legal terms governing data processing.
• Information security — Technical safeguards Empuls applies.
• Profile — Where you can edit your profile data directly.