The instructions presented in this help are based on general interpretations of data protection legislation and best practices. Please also contact your own organisation’s data protection officer for more detailed instructions.
When your employee, customer or another person requests their data or wants it to be corrected or deleted, you respond to the request as the data controller. Visma processes the data saved in Netvisor on your behalf.
We are happy to help you. If you cannot find the data you need or are unsure how to handle the request, contact Netvisor customer support.
When you receive a request
Verify the requester’s identity.
Find out what they are requesting: a copy of their data, correction of data or deletion.
Gather the data or make the changes using this help.
Respond without undue delay and at the latest within one month of receiving the request.
Where the data is found
Most data can be found on the person’s own card. The company menu opens from the company name in the upper left corner. You only see the data for which you have access rights; for example, for pay data you need the Payroll accountant role.
Whose data | Where you find it | How to export the data |
Users | Company menu > Users and access rights > Users and roles | Other functions > Download access rights report (Excel). The report includes all users, so delete other users’ data. |
Employees | Pay > Personnel > Employee list > employee name | Payslips as PDF from the Payslips tab, paid pay to Excel via report Pay > Reports > Pay cards, attachments from the Attachments tab |
Working hours, holidays and absences | Working hours > Working hours > Working hour entry; Pay > Holidays > Holiday management | Pay > Reports > Working hours reports |
Travel and account of expenses | Travel > Travel and account of expenses > Open travel and account of expenses | Detailed search: select employee > Save as Excel file |
Receipts | Purchases > Receipts > Receipt archive | Filter with the Receipt added by field and print as PDF |
Private customers and contact persons | Sales > Customers > Customer list > customer card | Sales invoice list filtered by customer > Save as Excel file |
Private vendors | Purchases > Vendors > Vendor list > vendor card | Purchase invoice list filtered by vendor > Save as Excel file |
Personal data may also be contained in electronic signatures and NetBox messages.
All at once: With Financial period material download (Company menu > Import and export data > Financial period material download) you can download the company’s bookkeeping and pay material as one package. The material covers the entire company, so pick out the requester’s data from it. A transaction fee is charged for the download.
Health data: Sickness absences and medical certificates sent via NetBox are health data. Handle them with particular care and only grant the Payroll accountant role to those whose duties include processing them.
Data sent to the Incomes Register and other authorities are under their control after being sent.
Processing requests
Copy of data. Provide the person with a copy of their data and explain what the data is used for, to whom it is disclosed and how long it is retained. Remove other persons’ data from the material.
Correcting data. Correct the data in Netvisor. Pay data and data reported to the Incomes Register are corrected with a corrective payroll run or a correction notification.
Deleting data. Data that must be retained by law cannot be deleted before the end of the retention period (see below).
Former employee’s data: when the retention period has ended, the payroll accountant can delete the data using Pay > Personnel > Employee list > Employee functions > Delete former employees’ data.
Customer: a customer who has no invoices or payments can be deleted in the customer list. Otherwise set the customer as passive.
User: remove the user’s access rights. Netvisor deletes unused user accounts automatically.
Restriction of processing. Restrict data visibility with access rights and, if needed, prevent the use of customer data with a delivery or collection ban. Record the restriction and its reason, for example, in the Comment field on the customer card.
Data transfer. Excel exports are machine-readable, so you can provide the data using them.
Statutory retention periods
Bookkeeping and financial statements: 10 years from the end of the financial period
Accounting vouchers: 6 years from the end of the year during which the financial period ended
Pay bookkeeping: 10 years from the end of the financial period
Duration of employment and work tasks: 10 years from the end of the employment relationship (employment certificate)
Employee can view part of their data themselves
Netvisor mobile application: payslips, tax card, employment relationship data, hours as well as holiday and flexitime balances.
E-salary (verkkopalkka.maventa.fi): payslips, if your company uses Maventa E-salary.
Incomes Register e-service: pay and absence data reported to the Incomes Register.
You can direct the employee to these services. If they request all their data, respond to the request according to this help.
Visma’s own data
Visma itself is the data controller for data created by the use of Netvisor, such as logs and support requests. Direct requests concerning this data to [email protected]. More information is available in the Netvisor privacy notice.
Do you need help?
Contact Netvisor customer service. We help you find the person’s data, make exports and determine which data can be deleted. You can find customer service contact information in the help Netvisor customer service channels.
Data protection requests concerning Visma’s own data: [email protected].
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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