Protecting Employee Data with Confidence
As today marks Data Privacy Day, it’s the perfect opportunity to highlight the importance of protecting your personal information whilst raising awareness of data protection best practices. Although Data Privacy Day is important for everyone it is especially crucial for organisations and HR departments as they are responsible for holding all their employee’s private information and therefore need to ensure they are following up to date data privacy laws and regulations. As data threats rise it has never been more important to understand privacy concerns and how to safely and securely hold sensitive information.
The role of HR in data privacy:
HR departments hold all kinds of sensitive employee information from personal identification details like address and health records to payroll data and performance reviews. HR teams have access to private information which must be stored safely. With an increased number of cyber threats on the rise and the government tightening privacy regulations, HR professionals must ensure they are up to date on the best practices to ensure all information is handled securely and ethically. Failing to store data correctly can lead to consequences such as fines, reputational damage and loss of employee trust.
How You Can Effectively Store Your Employee Data:
Protecting personal information should be a priority for every organisation and HR professional in an increasingly digital world. Ensuring employee data is safely secure isn’t just about compliance but fostering trust with staff and safeguarding their sensitive information. We know it can be overwhelming for HR departments to ensure they are promoting data privacy best practices that’s why at Activ People HR, we’re committed in offering effective solutions to take the stress away. Helping businesses prioritise data security, while ensuring compliance with key regulation and protection laws.
How Activ People HR Support Data Privacy and Compliance:
We understand the various challenges HR teams face when managing sensitive data. Our robust software is designed with data privacy in mind, with data protection measures considered throughout, here’s how our HR software ensures you can stay complaint and protect your employees’ information:
- Centralised Storage
Securing employee documents seamlessly by storing, organising and accessing essential employee documents. Store company policies and procedures, in addition to employee CV’s, contracts, certifications, performance reviews, and DBS checks. With an increasing volume of documents required, it necessitates a more efficient and secure approach to storage and management. Manual handling of these documents is not only time-consuming but also poses risks to data security. Maintaining an easily accessible and centralised system is crucial when handling and storing sensitive data.
2. Controlled Access
Ensuring the correct people have permission and access to certain data is crucial in staying compliant with data privacy. That’s why our software enables you to have full control over who can access what information. Role-based permissions ensure that only authorised people can view/edit sensitive data. Therefore, controlling access to confidential information minimising risks of internal breaches.
3. Employee Self-Service Portals
Allowing employees to update their own personal information reduces the risks of errors being made and ensure that sensitive data is always accurate and up to date. Using HR software that enables self-service portals empowers employees and enables them to securely access their employee documents anywhere, anytime. Not only streamlining this process but also facilitates remote work flexibility as staff are not reliant on being in office to do so.
4. Adhering to Standards
Regular updates and security enhancements is essential as cybersecurity threats increase year on year. Our software is constantly evolving to ensure your HR system remains secure with the latest regulations, giving you peace of mind that you’re staying compliant.
Tips for HR Professionals During Data Privacy Day:
Data Privacy Day is a great opportunity to review your organisation’s current data protection policies and evaluate if you’re handling employee information as effectively as possible. Here are some actionable tips you can take today:
- Conduct a data audit: Review what employee data you collect, why you collect it and how you store and process this information.
- Update policies and procedures: Ensure your data protection policies are up-to-date and clearly communicated to employees. With Activ People HR’s policies and procedures you can publish new and updated policies to all staff, sending automated reminder and notifications to track which employees have acknowledge and signed the updated documents.
- Train your team: Educate all your staff members on data privacy best practices. Using our record training feature, you can maintain a detail record of employee training history so you can easily identify which staff have undergone data privacy training.
- Implement effective HR software: Using Activ People HR’s features you can streamline data management and ensure you are being compliant.
Activ People HR is here to support you every step of the way. Our software provides HR professionals with the tools they need to ensure compliance, safeguard sensitive information and create a culture of trust within your workplace.
Ready to elevate your data privacy practices today? Get in touch with us today to learn more.
