HR GDPR TRAINING – 14 KEY POINTS TO Know

The European Data Protection law ensures GDPR training for HR professionals is the law that aims to protect the personal data of any EU and UK residents via a broad spectrum of data protection regulations. Meaning it applies to any employer that collects and processes the personal data of employees residing in the EU and UK. 

Thus, laying tons of responsibility on the shoulders of HR because they are the ones who are responsible for the collection and processing of employee’s personal data.

But how can HR professionals become GDPR compliant? Are there any GDPR training courses for HR professionals?

But first, readers, let’s dive into the detailed overview of GDPR.

AN OVERVIEW OF GDPR TRAINING FOR HR PROFESSIONALS:

• GDPR applies to any employer who collects and processes the data for employees in the EU and UK—in short, laying tons of responsibility on the shoulders of HR, who is directly responsible for gathering and processing data.
• It also applies even if a company is not operating in the EU and UK but has freelancers or employees residing in the European Economic Area (they do not have to be the residents or citizens).
• In addition, any third-party vendors hired to process employee personal data must also comply.
• In case of non-compliance, employees will be able to take legal action and claim damages from employers and third-party vendors.

14 KEY POINTS TO REMEMBER AS AN HR (HR GDPR training):

If your firm wants to comply with GDPR, please see the list below for 16 basic tips that your HR department should do. 

1. Personal Data Management

GDPR-UK or EU applies to all employers as long as they have UK or EU based employees. Employers outside of the UK and EU must comply if they control, store and manage EU and UK citizens personal data. 

2. Be Aware Of The Personal Data Of Your Employees

The organisation should be aware of the sensitive nature of the personal information of its employees and is dedicated to being open and transparent in its collection and use of employee data and meeting its data protection duties. When we talk about employees, we also mean trainees, ex-employees, and job applicants. 

3. Know About the Types of Personal Data

The type and amount of personal data gathered by companies is determined by the nature of the employee’s position and role. Personal data about employees is commonly collected in the following ways:

• Name, title, phone numbers, and personal email address are examples of personal contact information.
• Date of birth, gender, and marital status are important factors.
• Names and addresses of relatives and emergency contacts;
• Tax identification number;
• Information on bank accounts, payroll data, and tax status;
• Information on visas;
• Information about salary and annual leave;
• Date of your first day of work and, if different, the first day of your continuing employment;
• Leave date and reason for leaving;
• Workplace or location of employment;
• Material about the recruitment process (such as copies of right-to-work documentation, references, and other information contained in a CV or cover letter); 
• Job history (containing job titles, work history, working hours, holidays, training records, and professional memberships); Employment records (including job titles, work history, working hours, holidays, training records, and professional memberships);
• details about performance;
• Information on disciplinary and grievance procedures;
• CCTV footage and other electronic information, such as swipecard records;
• Request for subject access

4. Keeping Staff Informed

To comply with GDPR laws, organisations must provide appropriate information to all employees so that they know their rights and responsibilities under data protection laws. Non-compliance with data protection rules and the protection of employees’ personal data may result in disciplinary action or termination. 

Under GDPR UK or EU, the HR professional must keep the staff informed about any changes associated with data processing. This also means that you as an HR should ensure that all appropriate processes are in place to make any changes. 

For instance, HR should inform staff regarding any changes in data in an updated privacy notice. Similarly, job applicants too should be provided with the renewed privacy notices reflecting changes.

5. Update Your HR Procedures And Policies

Companies should implement employee data privacy policies and notices. GDPR also requires GDPR training and awareness. 

HR should update the procedures related to recruitment, obtaining references and medical reports regularly. 

Here the GDPR training for HR can be highly beneficial. As for HR, it is vital to ensure the security of the employee’s data via updated procedures and policies. 

6. Data Breach Alerts

HR needs to tell employees about the data breach because, as per the Information Commissioner Office (ICO) the UK, employees are not informed that the criminals’ proceedings might be initiated within 72 hours of the data breach. It is also of utmost importance to educate the staff regarding data security and protection.

Get your staff trained in GDPR in just 45 minutes with the Seers GDPR staff training program. So start free

7. Data Subject Access Request (DSAR)

HR professionals, with line managers and IT, are also usually dealing with Data Subject Access Requests– a tool used by employees to find the information processed about them. 

In this regard, as an HR professional, you can attend GDPR HR training courses and well designed GDPR HR training.

As an HR, you can effectively deal with DSAR with Seers GDPR staff training. Click here to start.

8. Clean Your Data

As an HR, you collect the personal data of employees. It is also one of your duty to cleanse your data from the impurities of useless data.GDPR also highlights stricter policies in terms of data retention.

Also, There are GDPR HR training courses available which can guide you to deal properly with all appropriate skills.

9. Know Your Employees Rights

As an HR, you must know the rights bestowed by GDPR to the employees. For instance, right to rectify, right to object, right to forget and data portability.

As an HR, don’t worry if you are not aware of these rights. You can have hands-on GDPR training for HR or have a simple GDPR training course for HR professionals in this regard. It is also important for you to tell your employees about their rights. 

It is wise for you to get trained in GDPR because your one rookie mistake can land your company into the gallows of legal litigations and heavy fines. GDPR HR training courses or hands-on GDPR training for HR is available for you in this regard.

So be smart because as an HR professional, your brainy action of taking GDPR training will speak louder than your words. 

10. Protection of sensitive data

Sensitive personal data, such as information about a person’s health or religious or philosophical beliefs, requires more protection than other types of personal data. This heightened level of security also applies to information about criminal convictions. 

Organisations must be aware of their responsibilities to provide adequate and appropriate protection for all employee personal information, with a higher level of security for sensitive data. 

11. Follow Data Controller Policies When Using Third-party Services

Companies frequently use third-party service providers (contractors and designated agents) to handle HR, accounting, and financial responsibilities. When using third-party service providers, they must follow the data controller’s policies and take adequate security measures to secure your personal information. 

So that they should not be able to use your personal data for their own purposes. Companies should only allow third-party service providers to process the personal data of employees and customers for specific purposes and under strict conditions. 

Always make sure that a data processing agreement is in place before employing third-party service providers, that you prioritise companies in the EU, and that you evaluate whether the service provider meets sufficient technological and organisational security standards. 

12. Conduct a Data Protection Impact Assessment

Before the installation of any HR software, a Data Protection Impact Assessment should be performed. Therefore all employees are accountable for safeguarding the personal data of customers and other employees. 

13. Establishing Remote Working Policies 

Companies should establish policies and procedures for remote working (remote working policy) or whenever employees are given access to company customer or employee data via their own devices (Bring Your Own Device Policy). 

14. Ensuring the Best Practices for GDPR training 

If you work with employee data, your responsibilities increase, and you should follow these best practices:

• Firstly, Keep an eye on the Company’s retention schedule.
• Secondly, Employee personal information should not be shared with third parties. So, Personal data should only be accessible by those with a “need to know” and should only be disclosed with permission.
• Lastly, Keep your workspace organized, with material stowed away in drawers, and avoid accessing employee information in the presence of unauthorized persons to avoid data breaches (even if the person is also an employee). 

FAQs for HR GDPR Training:

 What are quick steps for me as an HR to comply with GDPR?

• Communicate Privacy policies to employees.
• You should make sure that the employee data is secured.
• Delete unnecessary data 
• Store employee data with consent means proper acknowledgement or signature by the employee.

What can I do as an employer to get GDPR compliant?

So, It is vital that you train your employees and, most importantly, arrange a separate GDPR training course for the HR professional.

HR GDPR Training Reviews