NEWS & RESOURCES

The impact of GDPR on HR and personal data

It’s impossible to have escaped the fact that next year, new stricter rules on data protection will come into force that will introduce more stringent rules on how companies handle personal data.

 

The General Data Protection Regulation (GDPR) will replace the current Data Protection Act.  From 25 May 2018, GDPR will change how organisations store and use personal data, and, of course, this will have significant consequences for HR.

Objectives of GDPR

The GDPR makes some significant changes to data protection, including giving individuals more rights relating to their own data. There has been a substantial increase in sanctions in the event of non-compliance with fines of up to either €20,000,000 or 4% of global turnover – whichever is higher.

How will this affect HR?

It can often be difficult to strike a balance between privacy of an individual, and the tasks that employers need to carry out. Here are the key areas that the new regulations will impact on the way HR holds data.

1. Data retention
Organisations should only keep personal data for as long as is necessary, and for the purpose for which it was obtained. Therefore, the details of unsuccessful job applicants should be removed following the end of the recruitment process, unless a candidate has given their explicit consent for the organisation to hold onto it. Also, employers should only keep limited data relating to employees who leave. This will impact the offboarding procedures as these will need to include ‘prune employee data’ as part of the exit process.

2. Targeted information only
Employers will only be able to request data from potential employees where necessary. For any other data, they will need to obtain the explicit permission of the individual. HR will need to take a critical look at the information they hold to make a proper assessment.

3. Demonstrate transparency and accountability
Employers must provide details of how and where they store and process employee data. They should ensure that their employees know that they can access their data by making a “Subject Access Request” (SAR) As from next year, these will be free of charge (unless the amount of data requested is unreasonably large) – the previous maximum administration fee of £10 will no longer apply. Once the new rules come into force, companies must prove that they comply with GDPR.

4. Data only used for the intended purpose
Employers may only use the information for the purpose for which they originally requested it. Personal information should not be stored for future use without permission, which could impact on future recruitment.

5. Data security
One of the main goals of the GDPR is to ensure the protection of personal data.

• Internal access: access to confidential employee information should be on a “need to know” basis. Working closely with IT will become crucial to finding the correct balance between storing data and protecting it from outside threats.
• External access: where employers sub-contract the processing of data, they must choose a provider that offers satisfactory guarantees of data security.
Start your GDPR preparations today.

GDPR will have a huge impact on nearly every aspect of a business. For HR teams, it will require them to review many of their policies and procedures. With the clock counting down to the regulations coming into force, it’s crucial that preparations get underway. Failure to act could result in considerable financial penalties.

SHARE THIS:

Instagram

GET IN TOUCH

Got questions? Looking for advice?

RELATED RESOURCES

Explore our comprehensive library of related resources to gain valuable insights, expert tips, and helpful tools for optimising your HR practices.

01
Data Reform Bill
News
17 May 2022
02
Data and GDPR: Compliance and implications after Brexit
News
29 April 2021
03
GDPR Risk & Compliance Audit
Audits
3 February 2024

PARTNER REGISTRATION

Register your details below and we will contact you regarding how HR Solutions can support your organisation.

MAKE A GENERAL ENQUIRY

We’re here to assist you with any questions or enquiries you might have. Simply fill out the form below, and our dedicated team will get back to you.

REQUEST A PROPOSAL FROM US

We’re here to assist you with any questions or enquiries you might have. Simply fill out the form below, and our dedicated team will get back to you.

BOOK YOUR PLACE

Please complete the form and one of our team will call you back to discuss your query/booking.

Request your free trial

Register your details below and we will contact you about your 30 day free trial of the HR Knowledge Base.

REGISTRATION FORM

Register your details below and we will contact you about access to the HR Knowledge Base.  As part of your approved industry membership organisation you can get access to the HR Knowledge Base, created by Business HR Solutions, which is the go-to resource for thousands of business owners and managers across the UK.

IF YOU WISH TO PURCHASE HR ADVICE LINE TIME, PLEASE COMPLETE THE FORM BELOW.

HR Solutions are here to help. We offer a standard hourly rate package for ad hoc HR advice which means you can pay for what you need, whenever you need it, and then quickly get advice. Our highly experienced advisors are on hand to provide you with practical employment advice to help you manage your workforce.  You can purchase HR Advice Line time now, and the time purchased will be valid for 12 months.

2023/2024 SME BUSINESS SURVEY

Our latest 2023/24 SME Business Survey sheds light on the intricate dynamics shaping the SME sector and unveils critical insights that can guide businesses toward sustainable success.