How do you keep new hires fully informed of your Data Protection policies during the onboarding process?
This was a key question that was posed to a panel of legal, HR and onboarding experts during the Q&A session of the recent ‘The data risks of new hires’ webinar, by PM Insight and webonboarding.
Creating an open and transparent onboarding process which keeps new hires fully informed of the data that is being collected and why, is a core requirement for GDPR compliance. This means providing onboardees with privacy notices setting out your organisation’s policy and approach for the use of their personal data. This should be carried out as close to the point of initial data collection as possible.
The advice from panellist, Katherine Gibson, Legal Director at DLA Piper UK LLP, was for organisations to have a separate privacy notice for recruitment and onboarding. It is important to distinguish between data collected and used for external and internal hires. There is a requirement to reflect the different data sets associated with successful candidates as contracts are completed and references checked.
Inefficiency of manual onboarding
Making sure that privacy notices are received and accepted prior to data collection can become a slow and frustrating process for HR. The potential compliance risks increase with the volume and frequency of new hires being processed as policy notices are managed prior to any data collection and storage.
The ability to manage and control data privacy is a significant benefit that’s delivered by automated systems such as webonboarding. The software is designed to give HR a level of data control that’s simply not possible when using traditional onboarding approaches.
Smarter data management controls with webonboarding
Webonboarding is able to monitor when these documents are received, read and approved, keeping a close eye on the onboarding process and also spotting potential drop-outs..Completion of this task can be a prerequisite for further onboarding processes. The system creates a digital timestamp of when documents are received, creating an audit trail that demonstrates each step taken to ensure GDPR compliance.
You can watch the full presentation, with an overview of the benefits of an automated solution provided by webonboarding CEO Adam Reynolds, here.