After what seemed like an endless countdown to GDPR, the deadline has now come and gone. Hopefully organisations will have implemented the necessary strategies and most, if not all, should be compliant. So, what now for HR and payroll professionals?
1/ Need to remain compliant
Although 25th of May was the GDPR deadline, it does not mark the end of ensuring compliance—it is important to consider how the organisation will remain compliant from now on.
• Maintaining the data register: The data register must always be kept up to date, so it is important to regularly check the dates and, once data is no longer required, it should be deleted from the system. Any gaps in the register means that the organisation may become non-compliant, so it’s critical that the HR and payroll department pays close attention to the register.
• Company intranet page: It is equally important that employees understand how the organisation is processing their data. By keeping the company intranet page up to date, employees can easily find out relevant information, ensuring that they understand the importance of GDPR and how it will affect their role.
• Staff training: Having staff that understand the importance of continuing compliance will help reduce the risk of becoming non-compliant. If an individual has a GDPR responsibility within the organisation (e.g. Data Protection Officer, Data Register Owner, etc.), the company should replace those individuals if they leave the company or are sick. Well trained and informed staff will ensure rolling compliance.
2/ Informing a breach
Even though strategies will have been implemented to ensure rolling compliance, organisations must also be prepared for non-compliance, in case a breach does occur. Departments must collaborate to ensure the correct actions are implemented: each department should be aware of their role in this situation. With the Data Protection Officer taking the lead and HR and Payroll teams supporting, the organisation has 72 hours to announce a breach—but don’t panic! Make sure that the details are announced clearly and the facts are correct when informing the governing body and customers.
3/ New partnerships need to be compliant
With each new partnership formed within the HR and Payroll department (as well as the organisation as a whole), organisations must ensure that third parties are also GDPR compliant. Working with new partners that take GDPR seriously is paramount—the cost of non-compliance is high.
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