HR Solutions and Data Protection

The Data Protection Act applies to all kinds of personal data kept by employers and relating to their employees

. Most workforce-related data collection businesses engage in will be mandatory under employment and tax law- certain records have to be kept, relating to the personal details and circumstances of each and every employee.

Data is also generated as well as collected. For every hour an employee is at work- or, similarly, every hour they are not at work within the regular hours that are the norm for that individual- there should be a record generated and kept. Rates of pay, sick leave, holiday time, late arrivals and disruptions due to unforeseen circumstances, overtime. All of these things must be recorded and the data attributed to a particular employee. Most HR solutions use software for this- very few still rely on paper.

The data relating to any particular employee must, by law, be kept private. Of course, access to the databases contained in HR software is sometimes required- there would be no point keeping the data if it was not used. Someone has to supervise the payroll, for example. The best HR solutions allow easy access to the data they keep, but restrict this access to authorised individuals.

The Data Protection Acts sets out the legal requirements for the use of personal data, both that gathered from employees and that gathered from customers or potential customers. It covers data a company may keep for marketing purposes as well as the information contained in HR software and hard copy files.

Keeping HR solutions within the letter of the Act is not difficult. Essentially, all any business has to do is make sure that any personal data they keep is safe and secure. Access must be managed and its use kept to only the purposes for which it was legally gathered.

HR Solutions and Data Protection

By: Dirk Rowell

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