Are you handling master data correctly?

As a company, you handle personal data from potential employees (job applicants), employees, and after the employee has left the workplace.

What data can be stored about employees?

As with both master data and customer data, companies are allowed to record and store personal data that is necessary for the business. Common personal data that companies have on their employees is, for example, name, address, date of birth (and social security number), phone number, email address, account information for payroll and possibly a picture of the employee.

Some of the above information is considered non-sensitive information, and therefore you do not need the employee's consent to store this information. Other information, such as the CPR number, is sensitive personal data and therefore you need the employee's consent to store it. Other sensitive data can be information such as criminal records, personality tests or ethnic background.

Who can have access to master data?

As an employer, you are of course allowed to process the master data that employees have provided themselves; name, address, phone number, etc. This data must of course be processed in a secure and confidential manner.

There may be a need for others to be able to access the employee's master data - and this is of course also allowed as long as it is relevant to the person or persons concerned. This could be in connection with the recruitment process, where several people are responsible for selecting job candidates, or if you have a recruitment agency. You may also have an external company to handle payroll payments etc.

If you have others handle personal and master data for your company, you are responsible for ensuring that these people or the external company comply with the Personal Data Act. Therefore, it is important that you draw up a data processing agreement that the external company (data processor) must comply with and act within.

How is employee data handled correctly?

As mentioned above, employers are, of course, allowed to handle employees' personal data. However, it must have a relevant purpose - and then you need to be aware of whether you need the employee's consent.

Many companies choose to display a photo of their employees on their website. However, you can only do this if you have the employee's consent. Therefore, many companies choose to write it into the employment contract, but if you don't have this, you need to make sure you get their consent.

If you have set up some control measures in connection with the employee's use of work computers, email, etc. you must make sure to inform the employee about this and what the purpose is. If you don't have a purpose for the controls, you need to reconsider whether they are necessary. Often these types of controls are used for security or documentation purposes. In other words, if an employee uses their work computer for private purposes, they need to know that the company can obtain information about this.

HRM-Nordic helps you handle employee data correctly

Many companies choose to implement an HR system - and it's also a great tool for managing employee data. With our employee database, HRM-Nordic Employee Center, it's easy to gather all your data in one place.

Each employee has their own employee card, where they can also edit basic information such as address and phone number. In addition, the HR system can also store other information for each employee. For example, consent to display a photo of the employee on the website.

With HRM-Nordic, personal data can be stored in one place from the first contact with the company, such as a job application, until the employee leaves the workplace. All data collected about the employee throughout the employment relationship can be stored on the employee's employee card. This means that data can also be quickly deleted again after the employment relationship ends, when the data is no longer needed by the company.

In addition to storing employee data, HRM-Nordic Employee Center also allows you to manage different user levels, so that the people who need access to selected employees' data can access that person's data - and only that person's data.

Want to learn more about HRM-Nordic Employee Center or our other HR system modules? Contact us by phone 70 26 32 25 or send an email to info@hrsolutions.dk.