Why automatic data deletion is essential for employee photos

In times of strict data protection laws such as the GDPR and the revised Swiss Data Protection Act (CH-DSG), one topic is becoming increasingly important: automatic data erasure. A clear and legally compliant strategy for data erasure is essential, especially for sensitive data such as employee photos or ID photos that are used for ID cards, access cards or internal directories. 

Legal obligation instead of technical extra

According to the GDPR and CH-DSG, personal data may only be stored for as long as it is required for the purpose for which it was collected. After that, it must be deleted or anonymized. This also applies to ID photos, even if they are technically "only" available as image files.

A common mistake in companies: Photos are not deleted after processing - often out of convenience, sometimes out of uncertainty that these images will be needed again at some point. This can not only lead to unnecessary data stocks, but also to infringements with considerable fines.

Automation protects against data protection mishaps

The manual deletion of image data is prone to errors. Employees forget deadlines, responsibilities are unclear, or data remains in backups or export directories. This is precisely where the advantage of automatic data deletion lies - it reduces risks, relieves the burden on staff and ensures transparent, traceable processes.

This is where Photo Collect comes in: Once a photo has been successfully exported (e.g. for an employee ID card), image data is automatically deleted. Metadata such as telephone number, IP address or image analysis results are also removed no later than 90 days after export - or earlier if desired. Companies can thus ensure that no unnecessary personal data remains stored.

Creating trust through data protection

Automated data erasure is not only a question of compliance, but also a signal to employees and customers. Treating personal data respectfully and in accordance with the rules strengthens trust in your own organization. This is increasingly becoming a competitive advantage, particularly in HR processes, onboarding and access management.

With Photo Collect , companies benefit from a platform in which data protection has been considered from the outset. The software runs in a certified Swiss data center, uses strict data isolation (multi-client capability) and offers comprehensive logging and control functions. Automatic deletion is an integral part of this architecture - not an add-on module, but standard.