A guide to making your onboarding process more GDPR compliant
This is part of a series looking at the key GDPR compliance principles which apply to employee onboarding. You can find a full overview here.
GDPR Principle: Data Minimisation
The General Data Protection Regulation (GDPR) requires that HR teams collect only essential information from new hires, avoiding anything that could be considered extraneous.
For each and every new hire data collection, there should be a designated purpose and all collected information needs to be:
- Adequate - sufficient to achieve purpose
- Relevant - has rational link to the purpose
- Necessary - restricted to only what’s needed for purpose
The GDPR regulations require organizations to demonstrate that they have effective data minimisation practices in place. So HR managers need to identify the minimum amount of personal data that’s required and hold that information - and nothing more.
The information that’s adequate, relevant and necessary is liable to vary for different job roles. This is problematic for HR operations which rely on a ‘one-size-fits-all’ approach to paperwork - sending out the same forms to cover a range of different roles.
Another problem is that what can be considered as necessary data will evolve over time as employment status changes and employees are continually joining and leaving.
Without a clean and clear dataset, the information that’s held by HR is prone to becoming dangerously fragmented with outdated and legacy data being left in the system.
The ability to create custom onboarding workflows for specific roles helps to eliminate the risks of collecting unnecessary data. Templates are easily created to ensure that new hires are asked to supply only relevant information.
The real-time tracking of the information exchanged between HR, hiring managers and new hires creates a detailed log of all the data that’s collected - including date stamps, sign-offs and approvals.
By creating a clean and clear dataset from the outset, HR teams are able to easily identify and remove any information that no longer meets the relevant and necessary requirements. T. Workflows can be amended and updated over time to ensure they are in line with changing regulations.
Webonboarding provides a smarter way to bring new employees into your business - reducing admin time, boosting efficiency and improving