100% QuebecLaw 25 gives every person the right to know what you hold about them and to obtain a copy. The request comes to you, the employer, because you are the one responsible for the file, Clic Horaire is only your service provider.
You have thirty days to answer. The operation itself takes a few minutes: the file already exists, it is a matter of getting it out and checking what it contains.
Before you start
- An administrator account for the organisation where the person works.
- The employee's written request, to be kept with your answer.
- 1
Find the person
Employees live under “Team”, supervisors and administrators in their own directories. The same person can have a file in several of your organisations: the request covers every one where they worked, not only the one open on screen.
The status and department filters mostly help you find someone who has left: an inactive file stays readable, it is not deleted.
The administrator directory. The employee one has the same filters and behaves the same way. - 2
Open their record
The record gathers what concerns them: identity, contact details, position, the organisations they are attached to, and the internal notes visible to administrators only.
Those internal notes are part of the file. If they contain appraisals, they fall under the access request like everything else: which makes this a good moment to check that they are factual.
The export button sits at the top right, next to the name. First and last name cannot be changed from here
They belong to the employee's personal account and are changed from their own profile. A correction request about the spelling of a name therefore goes through them, not through you.
- 3
Export the file
“Export this record” produces the person's file in a readable, transmittable format: that is what you attach to your answer. The portability right in section 27 expects exactly that: a structured, commonly used format, not a screenshot.
The record export does not replace the other pieces: if the request also covers hours worked, pull the period from the exports, and for signed documents, from the Document centre.
One button, no configuration: the file comes out as it stands. Close up: “Export this record”, at the top of the record. - 4
Check what the person can already see
The “Account & permissions” tab shows what the person can do once they are in. An employee already sees their schedule, their timesheets and their documents from their phone: part of the request is sometimes already satisfied, and it is enough to say so.
Only the account holder sets those switches, and their own rights cannot be removed: which is what keeps an organisation from ending up with nobody able to answer.
Permissions are set per person, not by role alone. - 5
Keep a record of your answer
The export leaves an entry in the audit trail: who pulled which file, and when. That line is what proves, months later, that you answered: and how quickly.
Keep the written request with your answer. If you refuse in whole or in part, the law requires you to give reasons and to point to the recourse before the Commission d'accès à l'information.
Filtered by person and by action type, the console finds the export in two clicks.
What to remember
What you must keep despite a deletion request
The right to erasure does not override your retention duties: the hours register and the payroll system are kept for three years under the Act respecting labour standards, and some decrees require more. You delete what is no longer necessary, not what the law obliges you to produce in an inspection.
If you need help extracting something
Tracing an old calculation, reconstructing a period, extracting a large file: write to info@clichoraire.com. We answer within the thirty days the law provides, and faster when the request is dated.
Go further
What Clic Horaire does with your data
Who answers for what between your organisation and Clic Horaire, what is collected at the punch, what is never kept, and how long the rest is retained.
LireReading and exporting the audit trail
Find who did what and when, narrow the search to one person, one action or one record, then pull the log out for an inspection.
LireCan't find what you're looking for?
Our team can answer your technical questions and support your rollout.
