With the need to be compliant with GDPR, HR departments are now being asked to scrutinise their current processes and systems to review how they obtain, store and maintain personal data with the ultimate goal being a single, unified system approach to HR.
Most companies today have a complex mix of HR systems, processes and spreadsheets either in 1 site or across multiple sites containing employee data that is spread across different databases and is managed by different security models.
Although GDPR has been a term that has been swinging around for some time now, 33% of HR leaders are concerned about data privacy and GDPR.
GDPR requires HR to provide audited systems with greater access and transparency to personal data. It is down to individual companies to determine what data is held, who will have access, keep up to date with changes and where it is stored.
How will GDPR affect HR departments?
With the new laws in place, it is vitally important that you do the following with regards to your employee’s rights:
- Understand WHAT data you have on employees.
- Optimise your HR systems to manage that data better.
- Prove to employees that their data requests have been actioned.
GDPR requires HR to provide audited systems with greater access and transparency to personal data. It is down to individual companies to determine what data is held, who will have access, keep up to date with changes and where it is stored using a precise guidance of: ‘Data must be collated for specified, explicit and legitimate purposes’ and the introduction of new systems and processes will be’ necessary for them to perform their tasks’ on behalf of their company.
Are you using Biometric data? This is now classified as a ‘special category’ of personal data, meaning that employers can not process it unless it satisfies one of the additional conditions that permit the processing of special category personal data in specific and limited circumstances. This includes: obtaining ‘explicit consent’, or where it is necessary to carry out obligations or exercising specific rights under employment and social security law or a collective agreement.
The new GDPR laws affect all areas of HR including; Expenses, travel, medical info.
At Addtime, due to our entirely GDPR compliant Platinum Enterprise system, we can significantly reduce the risk of substantial fines. We would love to speak to you about integrating a GDPR compliant, HR system. To talk to us about this, just fill in your details on the contact page, and we will be in touch!