Main Pain Points in HR GDPR Compliance and How to Handle
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Navigating GDPR compliance in HR can be complex and challenging. Given the sensitive nature of personal data handled in HR processes, staying compliant is a top priority. Yet, common pain points often make it difficult for HR departments to manage these obligations smoothly. The good news is that digitalization can simplify and streamline compliance, reducing the risk of non-compliance while boosting efficiency.
In this article, we’ll explore the key GDPR pain points in HR and how digital solutions can effectively address them.
1. Data Collection and Consent Management
One of the most critical aspects of GDPR compliance is obtaining and documenting employee consent for data collection and processing. HR teams often struggle to track whether the proper consent has been acquired, especially when relying on manual processes.
Solution: Implementing an HR digital platform with built-in consent management simplifies the process. These platforms ensure that consent is gathered and recorded automatically, with easy access to records for auditing or review, reducing the likelihood of errors.
2. Data Storage and Access Control
HR departments handle a large amount of sensitive employee data, and GDPR requires that this data is securely stored and only accessible to authorized personnel. Without a centralized system, there is a risk of unauthorized access or data breaches.
Solution: Digital HR systems offer robust access control features, allowing for secure, role-based access to sensitive information. Encryption, secure cloud storage, and multi-factor authentication further safeguard data, ensuring GDPR compliance.
3. Data Minimization and Retention
GDPR mandates that companies collect only the data they need for specific purposes and retain it only for as long as necessary. Many HR teams find it difficult to implement data minimization and follow retention schedules effectively.
Solution: HR software solutions can automate data minimization and retention policies. These systems allow HR teams to configure retention periods based on legal requirements, ensuring that data is automatically archived or deleted after a set time, significantly reducing the risk of non-compliance.
4. Employee Data Rights
Under GDPR, employees have the right to access, correct, or delete their personal data. Manually managing these data subject access requests (DSARs) can be time-consuming and prone to delays, risking non-compliance with the 30-day response window.
Solution: With a digital HR platform, employees can submit DSARs through a self-service portal, streamlining the process and ensuring timely responses. Automated workflows track these requests, making it easy to comply with GDPR requirements.
5. Data Breach Notification
In the event of a data breach, GDPR requires that the supervisory authority be notified within 72 hours. Identifying and managing breaches quickly can be a challenge, especially without the right systems in place.
Solution: Modern HR systems include automated breach detection and notification features. These systems can monitor for unusual activity, generate incident reports, and alert HR teams instantly, ensuring that breach notifications are sent out on time.
Why Digitalization is the Key to GDPR Compliance
HR digitalization is more than just a tool for efficiency; it's a solution for achieving and maintaining GDPR compliance. By automating key tasks such as data management, consent tracking, and retention scheduling, HR departments can not only avoid the common pitfalls of manual processes but also improve operational performance.
With a digital-first approach, GDPR compliance becomes easier to manage, reducing risk and creating a more secure, efficient, and compliant HR environment.