How HRLocker can help you become GDPR compliant

GDPR, Security, and Data Protection

How HRLocker Can Help You Become GDPR Compliant

GDPR, Security, and Data Protection

One of the most common questions we receive revolves around how HRLocker can help with GDPR (General Data Protection Regulation) compliance, particularly regarding HR and the management of employee data.

It’s important to clarify that no HR or recruitment software will automatically ensure GDPR compliance in terms of data handling or consent management. Compliance is primarily about your policies and processes, not just the system you use. However, the right HR system can assist significantly in ensuring that the policies you implement are followed and that data is managed securely and responsibly.

While many HR professionals are concerned about how GDPR impacts People Management and Talent Acquisition, HRLocker provides a range of tools that help align your practices with GDPR requirements.

How HRLocker Can Assist with GDPR Compliance

Data Storage within the EU:
HRLocker and HIRELocker (our Applicant Tracking System) store all data in EU-based data centres, ensuring compliance with GDPR’s requirements for data residency and protection.
ISO 27001 Certification:
HRLocker is ISO 27001 certified, which means our systems adhere to stringent Information Security standards, encompassing data protection that goes beyond GDPR. This certification ensures that we meet the highest possible standards for data security, confidentiality, and integrity.
Security Through Microsoft Azure:
HRLocker leverages the Microsoft Azure platform to securely store and process your data. Azure provides enterprise-grade security features that ensure your data is protected, both at rest and in transit.
Tools for Responsible Data Management:
While HRLocker won’t automatically make your organization GDPR compliant, it offers the necessary tools for responsible data management. This includes the ability to securely store and manage employee data, monitor access, and ensure data is retained or deleted in accordance with your data retention policies.

Think Beyond GDPR

It’s also crucial to recognize that GDPR compliance may not be the only regulatory framework you need to adhere to, especially when it comes to data retention. Certain jurisdictions require the retention of employee data beyond the standard GDPR timelines for specific legal reasons.

For instance, industries such as construction may need to retain records indefinitely to comply with safety or legal requirements (e.g., asbestos exposure documentation). On the other hand, HRLocker allows you to tailor your data retention policies so that you can manage and delete data responsibly for employees where such extended retention is unnecessary.

Setting Your Policies for Data Retention

Your organization’s policies on data retention are key to becoming GDPR compliant. HRLocker helps you manage the data lifecycle, but you must define retention periods and the purpose behind them.

For example, when managing applicant data:

How long will you keep CVs and job application details after a position is filled?
Are you informing applicants about how long their data will be stored and for what purpose?
Do you have consent from applicants to keep their data for future roles?

HRLocker supports you in managing this data, but the policy definition is in your hands. Whether it’s a deletion request or regular data management, HRLocker’s platform enables easy data handling and compliance demonstration, such as showing when data was deleted and for what reason.

Managing Disparate Systems

If your organization uses disparate systems that aren’t connected or don’t follow centralized security standards, you’re exposing yourself to potential risks. With HRLocker, you consolidate data into a single, secure platform, allowing for better oversight and reducing the risk of data breaches or non-compliance.

How HRLocker Handles Data

HRLocker acts as both a data controller and data processor during the lifetime of your account, but we will never delete your data until your account is formally terminated. Once that happens, all your data will be permanently deleted from the system. However, we will retain financial records related to your account for our own legal and accounting purposes.

You are responsible for managing and extracting your data, and it’s your responsibility to manage that data responsibly once extracted.

Summary

HRLocker provides a secure, robust platform to help you manage employee data responsibly. While HRLocker itself does not make your organization GDPR compliant, it offers all the tools you need to enforce your data management policies and demonstrate compliance.

ISO 27001 certified: HRLocker meets the highest standards of Information Security.
EU-based Data Centres: Your data is securely stored within the European Union.
Customizable Data Retention Policies: Tailor data retention and deletion in line with your business needs.
Security Features: Microsoft Azure platform provides world-class security for your data.

Next Steps: If you're interested in exploring how HRLocker can help you meet GDPR and other compliance requirements, feel free to sign up for a 14-day free trial. We also offer First-Call HR Support on professional price plans for help with setting up compliant policies and processes.

We’d be happy to assist with any questions or concerns you may have about your People Management processes and GDPR compliance.