At PDFelement, we believe data security is of the utmost importance. With the recent introduction of GDPR regulations, certain departments are finding the right tools and methods for familiarizing themselves with data security. In today’s post, we’ll discuss what GDPR means to HR professionals, and how PDFelement can help.
One primary challenge that HR departments face is the issue of keeping sensitive personal information completely secure and confidential. This need for data security is what has lead to the introduction of a law like GDPR – General Data Protection Regulation.
The Idea behind GDPR
Legislation has failed to keep up with the tremendous speed at which big data and technology has advanced, specifically when it comes to gathering, storing, and protecting data. Therefore, GDPR has been designed for enhancing data protection as well as the right to privacy for EU citizens, thus giving them more control over personal data and the way it is used.
Meaning of GDPR for HR
GDPR is a summarization of those legal requirements that need to be met by a company handling the personal data of EU citizens, including the personal data of employees. Companies that fail to fulfill these regulations and are found misusing the personal information will have to pay some very hefty fines.
HR teams require consent
Consent is an important part of the foundation of the new legislation, and GDPR explicitly states that companies can make use of the personal data only for the purpose it was given for. So, for HR teams, employees must opt-in to allow the employer to use personal data and they should be informed, in detail, how their data will be used. This can be done as an option the candidate checks off on a PDF form and digitally signs using a program like PDFelement, to make their consent explicit and legally binding.
This means HR teams must be transparent regarding the data being collected, the purpose for which it is being collected, and the way it will be used. One simple way to clarify this is by handing out a privacy statement that all employees sign. Again, using programs like PDFelement, you can easily create and share privacy statements in PDF format. After that, as part of the HR team, you can only use the data for the given purpose outlined in the statement. If you want to make use of the data for a different purpose, then you need to get written permission separately.
Data rights for employees
GDPR also extends the rights of those individuals whose data is being used or processed. Such individuals are referred to as data subjects, and the extension of rights has enhanced their entitlement to have their data corrected. In fact, they also have the right to restrict or object to data processing although such rights are commonly not raised in an employment context.
Right to be forgotten
GDPR also states that employees have the right to be forgotten and they can withdraw their content which means that HR teams must think about what withdrawal of consent means for the system. For instance, are their procedures put in place for deleting employee data? Or, how can you ensure that you are getting rid of every last trace of information stored in your system? Is your entire team completely aware of the importance of complying with GDPR? All these things must be taken into consideration when devising your data-driven HR strategy.
Data privacy is becoming an increasingly important issue, and failure to comply with the GDPR requirements will only lead to trouble which is why it is important to ensure that HR teams fully understand GDPR.
What PDFelement Can Do
PDFelement has many features available that help in the process of protecting sensitive and confidential information of employees and candidates. Permission restrictions, redaction tools, watermarks, and digital signatures ensure that the data you are collecting or sharing is fully protected against any sort of unauthorized breach.
What are your thoughts on GDPR for HR teams? Let us know in the comments!