What you see here
This screen sits under My Staff Dossier, tab Processes. The title reads “Staff related processes” and the intro asks you to confirm the interactions with your staff and the data items you use in them.
GDPR requires a good overview of all the personal data you use, including that of your employees. You will notice there is quite a lot of it: national register number, salary, bank account, family situation, sick notes. Knowing which data you use is the first step to handling it with care.
The screen works like the customer dossier:
- Your own processes at the top, as cards with name, description and the related Data Items.
- Consider adding at the bottom, with the most common HR processes ready for you: “Hiring employees”, payroll and remuneration, time registration, work accident insurance, communication with stakeholders. They are grouped under “Priority for your plan” and “Also suggested for you”.
- The More processes… tile to pick from the extended list or create your own process.
As long as you have not added anything, the top of the screen says “You haven’t added any processes yet!” with a hint to pick one from the list.
Unlike the customer dossier, you will not see scan findings here: the website scan says nothing about how you process staff data.
What is expected of you
- Click every process that exists in your business. A window opens, for example “Add process ‘Hiring employees’ to my dossier”, with the tabs General and Data items. Under General, Process name, Description, Purpose (for example “Ensure a suitable workforce”) and Legal basis (for example “Legitimate interest”) are prefilled. You can add a note. Click Next for the data items.
- Make sure the data items list is correct. Check that the items reflect which personal data you really use about your employees. Add from the suggestions, from the library, or create your own item. Confirm with Confirm Data items.
- Ask your payroll provider for help. They know exactly which data they process for you in salary calculations and filings. Remember to list them in your third-party dossier too.
- Check the extended list once more via More processes… for completeness. A process that does not apply to your business, you delete via the bin icon.
No employees? Have a look at the list anyway. You also process personal data of freelancers, directors or interns.
Everything is saved automatically, so you can work in short sessions.
The screen is done when the warning about missing processes is gone and no card is still waiting for Confirm Data items.
Next step
Go to the Systems tab and list the software you use for your staff administration. What you confirm here becomes the basis for the “Staff Privacy Statement” and the staff register on the GDPR Documents page. More in Employee privacy policy and Which processes should you document.
Watch the video
In under a minute you see how to add an HR process and review the data items of your employees.