How HR Software can Help Your Small Business Comply With GDPR Requirements
The new General Data Protection Regulation came into effect on the 25th May 2018. This introduces greater data protection responsibilities, particularly in the areas of transparency, data security, and accountability. There has been an increase in the level of penalties that will be faced if firms fail to meet their obligations. It’s vital that employers have good control over their HR data, no matter how it is stored, and using a GDPR compliant HR database can help you meet these obligations.
Below are 5 of the key things that employers must be doing with their HR data to ensure GDPR compliance.
1. Uphold staff’s right to access their data
Staff and job seekers already possessed the right to request a copy of any data you hold about them. GDPR legislation has extended the employer’s obligations and introduced some restrictions. Not only be required to give a more comprehensive response, you can only charge a fee under limited circumstances.
With the processing burden on the employer having increased under GDPR, it’s vital that employers begin storing HR data in one place (ideally a GDPR compliant HR system like Zoho People). Not only will the data be stored securely and safely but it has a self-service function which means employees can access their own personal data, and HR are able to set which fields can be viewed/edited by different employees. Using a HR system with self-service will enable help you to automatically grant your staff access to their personal data.
2. Uphold the Right to rectification
Under GDPR employees are entitled to have accurate information held about them as such that if they find any of the personal data held about them to be inaccurate they can request that it be rectified. By giving staff a HR system with self-service you can give individual staff access and edit rights to some of their data, enabling staff to rectify their own data if needed.
3. Uphold the Right to erasure
The GDPR gives employees the right to have personal data about them erased. This is known as the right to be forgotten. By using HR systems such as Zoho People, which enable employees to be given controlled access to selected parts of their data, you can easily uphold some or all of their right to erasure. It may not be wise to give employees the ability to rectify or erase all data automatically. Be selective, and accept staff will need to make certain requests to rectify in writing or verbally.
4. Uphold the Right to restriction of processing.
Individuals have the right to request the restriction or suppression of their personal data, but this is not an absolute right and only applies in certain circumstances. Of course, by using a GDPR compliant HR software system staff will be able to view their data and be able to make a request for restriction verbally or in writing.
5. Uphold the Right to data portability
Under GDPR individuals have the right to obtain and reuse their personal data for their own purposes across different services. Data subjects should be able to move, copy or transfer personal data easily to another environment in a safe and secure way. By using a GDPR compliant system like Zoho People you can easily uphold the data subject’s right to data portability. This is because administrators can give employees the ability to import or export their own personal data for transfer to another system. The instructions showing you how to do this with Zoho People are here.
This Guest Post was written by Lini Susan John, Product Marketer, ZOHO People.
Zoho People is a market leading GDPR compliant HR software tool.
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