Available for the following plans: Lite, Plus, Essentials, Engage, Elite, Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin
Overview
The Hero Passport lets past employees access important documents that they still need, such as their employment contracts, along with their pay slips and payment summaries. Employees can access this with their existing Employment Hero login, meaning it will save them time tracking down their old employee records.
Getting started
- Click the User drop-down.
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Click the Hero Passport button.
Helpful Hint
You will now see a list of your active and historical organisations. If you click the View button, the HR classic platform will now take you to your profile page for the chosen organisation. From there you can access the following information:
- Pay details.
- HR documents.
- Employment history.
- Personnel details.
- My documents.
- My uploaded documents
- Pay slips
About Hero Passport
The Hero Passport is a deliberate product feature, not a gap in offboarding. When someone's connection to an organisation ends, they lose access to that organisation's account entirely — they can no longer see company data, current employee records, workflows, announcements or any live organisational content. The system access date set during offboarding does exactly that: it ends the individual's access to the organisation's systems.
What remains is the individual's own Employment Hero user account, which holds a limited set of their personal employment documents through the Hero Passport.
The Hero Passport is restricted to the individual's own copy of documents they received or were party to during their employment — for example their pay slips, their employment contract, and policies they personally signed or acknowledged. These are records an employee would traditionally keep in paper form after leaving an employer.
No new business documents become available to them, and they cannot access documents beyond their own copies.
Employment Hero provides the Hero Passport as an independent data controller, under the direct agreement each user enters into when they create their account (our Platform Terms and Privacy Policy).
Our lawful bases under UK GDPR are:
- Article 6(1)(b) — performance of our contract with the user; and
- Article 6(1)(f) — legitimate interests, being the individual's interest in retaining access to their own employment records after their employment ends.
The Hero Passport does not provide access to other employees' records or to any document held about another person. It provides the individual's own copy of documents they received or signed during their employment.
Where such a document incidentally includes another person's name — for example a manager's signature on the individual's contract, or a named contact in a policy the individual acknowledged — this does not involve any new disclosure of that person's data. The document was lawfully provided to the individual during their employment by the organisation, under the organisation's own lawful basis as their employer, and the individual held that information while employed.
The Hero Passport preserves the individual's existing copy; it does not extend their access. The position is no different in substance from a former employee retaining a paper or emailed copy of the same document — something employers have never been able to recall.
Explore related content:
- Set account time zone This FAQ answers a common question from our clients about how they set the time zone used on their HR platform account.
- Change selected organisation This FAQ answers a common question from our clients about how they can change the organisation selected on their HR platform.