5 March 2018 - Reading time: 4 Minutes
Our webinar, titled ‘GDPR: Completing the Data Register’, and hosted by Gert Beeckmans, Chief Risk & Security Officer at SD Worx, and Laurent De Surgeloose, Lead Lawyer at global law firm DLA Piper, explored the importance of data registers and what HR and payroll professionals need to know.
The data register, also referred to as a Data Inventory, Personal Data Mapping, Processing Register, Software Register, and Data Index, must be maintained by the company’s data processor and controller. Despite a new GDPR-compliant register initially seeming confusing, there are a number of ways to ensure that it is set up—and maintained—easily.
What should be logged in a data register?
Essentially, the new register needs to detail the purposes of why a company is processing data. It should include the categories of the data subjects and personal data, as well as the categories of recipients (where applicable), and the technical times and descriptions of the organisational processes.
The recipients of this data, outside of data regulation authorities, are defined as natural or legal persons to whom personal data is disclosed, whether third party or otherwise. The only exception to this rule is public authorities who receive personal data in compliance with EU or member state law, who should not be considered as recipients. With these fundamental rules in mind, your register can be built.
How easy is it to establish a register?
There is no set model that the register must be based on, leaving companies to choose whichever format they prefer, with the register either being recorded digitally or on paper. GDPR also does not require the data to be recorded in any particular language. Local data regulation authorities may have a preference on the language, but this will not be enforced by incoming GDPR legislations. Companies can also adapt current registers on pre-existing data indexes, or software register assets, to build the data register.
How to maintain a data register
By using current software that is useful and practical to the company, the process will be simplified. People outside of the organisation should be able to easily navigate the register, so data owners should ensure it remains clear to all parties.
HR and payroll teams should update this data frequently, with yearly reviews and validations. By adding in as much information as possible, including the information owner, the physical location of files/data, and information on IT applications. By doing this, if data authorities ask to see the register, organisations will be able to demonstrate in detail how all the data is managed and processed.
By including both legal obligations and additional organisational information in the register, the company’s processing not only ensures that the data register is GDPR-compliant, but also that it provides a map of the data. It equally ensures that it is easy to maintain in the long-term, as both management and recipients are clear as to what it is used for and why data is being recorded.
To read more about GDPR, including our statement, click here. SD Worx aims to give guidance and provide news on this historic legislation from an HR and Payroll stand point which will impact businesses across the globe. For more information please visit our GDPR Page or contact us.
It’s likely that no matter whether an organization works in the EU or not, its heard of the General Data Protection Regulation. GDPR, which was implemented on the 25th May 2018, changes the ways that data is processed, stored, and used by organizations.9 November 2018
In the lead up to 25th May 2018, the General Data Protection Regulation (GDPR) was everywhere as organizations across Europe (and further afield) prepared for stricter regulations on handling customer and employee data. Three months have passed since its implementation, but what’s new with GDPR?20 August 2018
Payroll, and the importance of payroll, is everywhere. Whether in Italy, France, or in Belgium, payroll is a crucial part of any organisation. Employees are the heartbeat of an organisation, so ensuring that they are paid on time and correctly is essential17 May 2018
With just six months to go until the General Data Protection Regulation (GDPR) takes force, payroll departments need to ensure they know what’s coming, or risk paying for it later. The stakes are high, as businesses that fail to comply with GDPR could face fines of up to 4% of their total annual revenue.14 May 2018
With the implementation of the General Data Protection Regulation (GDPR) next month, if an organisation is working with HR and payroll vendors, it will be their responsibility to ensure that these business partners are GDPR compliant. Any external organisation that handles the data of employees or customers must be compliant, otherwise the organisation is also at risk of breaking GDPR regulations.
26 April 2018
With the 25th May deadline only a month away, it is more important than ever for HR and payroll departments to ensure that they are GDPR compliant. If organisations are not compliant the penalties are significant, with fines of up to €20m or 4% of global revenue, and companies will undeniably suffer from significant brand damage.
So, what should HR and payroll teams do during the next month to ensure that they are compliant and ready by the deadline?9 April 2018
With just three months to go until the General Data Protection Regulation (GDPR) comes into force, the clock is ticking for HR and payroll managers to get the systems and processes in place to ensure compliance. The regulation, coming into effect on 25 May 2018, updates data rights for today’s networked world and organisations ignore it at their peril. A major infringement could cost a company up to 4% of its global revenue while there is a penalty of 2% of global revenue if records are not in order or a supervising authority and data subjects are not notified within 72 hours when personal data is exposed in a security breach.19 March 2018
Once GDPR takes effect on 25th May 2018, organisations that fail to process data correctly, report security breaches within a set time period, or comply with data regulations, will face fines and brand damage. These legislative changes emphasise how HR and payroll professionals need to be more security-conscious than ever before.14 March 2018
PAREXEL provides best practice examples to international organisations.
With the General Data Protection Regulation (GDPR) coming into effect in May 2018, all organisations who handle data of EU citizens will need to comply with new guidelines. By nature, HR departments hold personal and sensitive employee data, including payroll data. However, with an increasing amount of payroll and HR departments adopting automated payroll processes, the question arises: how do you become compliant in a digital world, especially if you are an international company?12 March 2018
If you want to learn best practice in handling data in light of the General Data Protection Regulations (GDPR), you can do no better than to look at DuPont. Now part of science giant DowDuPont following a merger last year, data is part of the DNA of the organisation and it has a long history of embedding data protection into its culture.12 March 2018
In February, SD Worx hosted its European Conference 2018 at Hilton on Park Lane, London, with over 800 attendees and 30 expert speakers. One of the sessions, titled ‘How to be internationally compliant in a digital world’, was hosted by Gert Beeckmans, chief risk and security officer SD Worx, and Frank Rudolf, director of payroll at PAREXEL. Here are their top five lessons on implementing GDPR:1 March 2018
With the General Data Protection Regulation (GDPR) around the corner, employees will soon have the right to know the status of the personal data that companies retain. Ex-employees and unsuccessful applicants can also request that their data is discarded (if the necessary period for keeping their data has expired). Because of this, it’s important that data is processed and stored clearly and correctly.14 February 2018
On Wednesday 25th January, SD Worx and DLA Piper hosted the second webinar in our General Data Protection Regulation (GDPR) series focused on implementing an appropriate retention of employees’ data.29 January 2018
With the GDPR deadline just four months away, are you prepared? To help get your HR and payroll department ready for when the regulation takes effect on 25th May, we’ve put together a checklist of essential steps to compliance.19 January 2018
With the General Data Protection Regulation (GDPR) due to take effect in less than four months’ time, it’s essential that HR managers understand exactly what the regulation entails.15 January 2018
With the General Data Protection Regulation (GDPR) deadline just four months away, is your organisation prepared? To help get your HR and payroll department ready for when the regulation takes effect on 25th May, we’ve put together a checklist that includes the essential steps to compliance.8 January 2018
With GDPR on the horizon, are your HR and Payroll departments prepared? With large fines and serious damage to your business’ reputation at stake for non-compliance, here’s how you can become GDPR compliant in five practical steps:20 December 2017
With GDPR fast approaching, SD Worx commissioned an independent survey of HR and payroll professionals across nine European countries to determine GDPR readiness in the industry. These countries included The United Kingdom, France, Germany, Switzerland, Belgium, Ireland, the Netherlands, Austria and Luxemburg.19 December 2017
On Thursday 30th November, the SD Worx and DLA Piper teams hosted the first webinar in our General Data Protection Regulation (GDPR) series. This webinar focused on the HR and payroll industry and how it should manage the data rights of employees.11 December 2017
In the upcoming webinar, titled ‘GDPR: Dealing with the data rights of your employees’ and brought to you by SD Worx and global law firm DLA Piper, HR professionals can learn about data subject rights ahead of the General Data Protection Regulation (GDPR). This is the first in a series of GDPR guidance webinars to be launched in the run up to May next year.22 November 2017
With just six months to go until the General Data Protection Regulation (GDPR) takes force, payroll departments need to ensure they know what’s coming, or risk paying for it later. The stakes are high, as businesses that fail to comply with GDPR could face fines of up to 4% of their total annual revenue.13 November 2017
We all know GDPR is coming, but is your business really prepared for it? To help get your HR and payroll department ready for when the regulation takes effect on 25th May 2018, we’ve put together a GDPR checklist.25 October 2017
Exactly who should be responsible for data protection within an organisation? Should it be a matter for C-level staff only? Or the IT department? The sales and marketing department collecting customer information? Or is it time to appoint a dedicated Data Protection Officer?18 October 2017
Big data and analytics have now entered numerous industries, including healthcare, financial services and retail. Despite many HR and payroll providers now using big data as part of their services, the industry has predominately been slow on the data uptake, in comparison to adoption within others. HR and payroll is largely an industry that relies on human intuition, rather than data and statistics, however, providers have started to see for themselves benefits of big data and analytics, and thus are beginning to implement these into their services.10 October 2017
We have previously discussed what the General Data Protection Regulation (GDPR) is, when it will come into play and the consequences of breaching it. In this blog, we want to focus on the key provisions of GDPR and how it will affect businesses.
Having joined the GDPR bootcamp for Marketers in Reading on the 15th of September, I wanted to share what I have learned during this full on (but very enlightening) day in an easy to digest blog:.2 October 2017
Chief Legal Officer of SD Worx, Jacqueline Raison, has written some useful information on GDPR and what it might mean for your organisation. This is the second of a series of articles on the steps we are taking at SD Worx to ensure GDPR compliance.Jacqueline Raison - 6 September 2017
The Chief Legal Officer of SD Worx, Jacqueline Raison, has written some useful information on GDPR and what it might mean for your organisation. This is the second of a series of articles on the steps we are taking at SD Worx to ensure GDPR compliance.