Account and data deletion
A Kelomo account is a work account managed by your employer. This page explains how to request deletion, what is deleted, and what has to be kept by law.
Your employer opens and closes the account
Kelomo is a tool bought by an employer. The employer opens the account as part of the employment and is the controller of the working-time, shift and HR data held in it; Kelomo (Tohmoco Oy) processes that data on the employer’s behalf. That is why the app has no button that deletes the account and its data on the spot: during the employment the employer has a statutory duty to keep working-time records, and an employee cannot unilaterally delete them.
What an employee can do is file a deletion request. The request is recorded for the employer’s administrator, and the deletion is carried out to the extent and on the timetable the law allows.
How to request deletion
- In the app: open your own settings and file an account deletion request. The request is shown to your employer’s administrator, and the app shows you that it has been filed.
- By email: info@tohmoco.fi. We pass the request on to your employer as the controller and assist with handling it.
- Directly to your employer: your supervisor, HR or payroll. The employer decides on the deletion as the controller.
What follows from the request
The request is shown to your employer’s administrator. Your employer assesses which data can be deleted immediately and which must still be retained. Closing access prevents login but does not itself delete data.
You do not need to repeat a request. If you file a new one before the previous one has been handled, no second request is created: you see the same open request.
What is deleted and when
Kelomo’s deletion process after employment ends uses the periods below. They describe service settings, not universal statutory retention periods for all data. Your employer is responsible for assessing the necessity and basis for retaining each item, including during employment. Any longer retention requirement or ongoing dispute must be considered before deletion.
- Profile and contact details (address, phone, next of kin): 6 months from the end of employment. The employer may set this anywhere between 1 and 24 months.
- HR case notes, and development discussions, goals and assessments: 24 months. The employer may set this between 6 and 60 months.
- The link between a name and time entries: 24 months from the end of the calendar year in which employment ended (Working Time Act, section 32) in the service’s deletion process; this setting cannot be shortened. The retention obligation in section 32 of the Finnish Working Time Act follows the claim periods in sections 40 and 41. The general rule during employment is two years from the end of the calendar year in which the right to compensation arose, and after employment ends, two years from its end.
- Employment documents: 120 months, or 10 years, in the service’s deletion process; this setting cannot be shortened. However, not all documents share the same statutory retention period. Information on the length of employment and duties needed to issue an employment certificate must be retained for at least 10 years; the necessary retention of other documents is assessed separately.
How the deletion ends
The administrator confirms deletion of a data category when its retention basis has ended. The final stage removes the link between time entries and names, email addresses and other direct identifiers. Removing a name alone does not guarantee anonymity: free text, attachments and the ability to combine data must also be assessed. If the person can still be identified, the remaining material is personal data.
Deletion is not run automatically in the background — the administrator confirms it. That keeps a deletion from cutting across payroll still in progress or a retention period still running.
Removing the app from your device
Uninstalling the mobile app signs you out and removes the app’s local cache, but it does not delete your account or the data held in the service. Deleting the account and the data is always done through the request described above.
If you are not satisfied
You have the right to access your data, request rectification or restriction of processing, and to lodge a complaint with the supervisory authority (the Office of the Data Protection Ombudsman, tietosuoja.fi). For privacy matters, contact: info@tohmoco.fi.