Human resources (HR) departments handle a significant amount of sensitive information, from job applicants' resumes to employee health records. Managing this data comes with significant responsibility, not just to uphold ethical standards, but to comply with regulations like the General Data Protection Regulation (GDPR). Falling short of these obligations can lead to severe consequences, with fines reaching up to £17.5 million or 4% of a company’s global turnover.
What the GDPR means for HR
The GDPR requires that companies take comprehensive measures to protect personal data. This encompasses ensuring secure data collection, explicit consent from data subjects, and complete traceability of data handling. For HR, this means:
- Secure communication: Ay data transmission, including internal communications and remote interactions, must be protected to prevent unauthorized access.
- Consent and traceability: HR must obtain explicit consent for data collection and maintain records that clearly show how data is used and when consent was given.
The risks of unencrypted data transmission
One common issue for HR departments is sending emails containing personal data that aren’t encrypted. Whether it's monthly payslips, employment contracts, or health-related documentation, unencrypted transmissions pose significant risks. Quadient RMail provides a solution offering secure email encryption that ensures:
- Confidentiality: Prevents unauthorized parties from accessing sensitive information.
- Traceability: Provides confirmation of delivery and timestamped records to support compliance.
Handling applicant data securely
Handling applicant data requires special attention. The GDPR allows this data to be kept for only six months after the hiring process unless consent is given for longer storage. RMail’s Secure Reply feature allows applicants to respond with encrypted emails, ensuring both sides maintain data security throughout the hiring process.
The importance of legally valid consent
Securing legally valid consent can be challenging in a digital work environment. Traditional checkboxes often fall short in providing sufficient traceability, potentially leaving HR vulnerable to compliance issues. Using Quadient RSign for electronic signatures solves this problem by:
- Providing detailed records: Each signature process is fully documented and legally defensible.
- Simplifying processes: Speeds up contract approvals and agreements, enhancing efficiency and compliance simultaneously.
Making HR operations more secure with Quadient solutions
Tools like RMail and RSign are essential for HR teams to protect data and streamline processes. They ensure compliance and boost efficiency, allowing HR to manage sensitive information securely and confidently.
