HR Software Requirements for GDPR Compliance

As organizations become more and more dependent on technology, the challenges of having to deal with the flip side of Technology becomes inevitable. Among the many evils of modern technology, compromised data privacy and data security is definitely one of the most challenging ones. As people use a network to share their information, all the information out there is exposed to threats, phishing and misuse. Sometimes, the websites that collect user data, share it with third parties for advertising purposes, and even for financial gain. Thus, the user is in complete darkness when it comes to the whereabouts of his/her personal information.

Not just that, in recent times, there also have been many cases of organizations themselves selling the information of users, which they have in the database, to third parties for financial or other gains. The fact that Facebook sold all of the data (of millions of Facebook users) with no consonant from them whatsoever, makes one truly doubt the security of the information that people share with the different websites and applications that they are using. This has called for very strict laws for data privacy and GDPR was formulated for this purpose.

Today, every organization that deals with citizens of the EU and their personal information, needs to comply with the GDPR regulations. This applies to all of their products and websites. Since HR software is one of the most common software used in organizations today, this article looks at ways in which HR software can be GDPR compliant. Digital HRMS is a good example of a GDPR compliant software, and other examples include Keka and HRMantra. 

To begin with, the organization should be aware of the information that is being stored, collected and also how it is used. This is to ensure that necessary security measures are implemented to secure the type of data collected by the company. The new age HRMS software mentioned above, are built in with advanced security features for this purpose. This provides users with encryption and access control for maximized security.

Data management is another aspect to GDPR compliance that HRMS software can help organizations deal with. For this, organizations need to invest in HRMS software that comes with content integration functionality. When data is in a manageable digital format, it can be much easier to monitor, keep a tab on, store systematically and access as and when required.

GDPR compliance also calls for timely reporting of information breaches. Hence, software to use should be able to track notify breaches if and when they occur. Also, when organizations are collecting personal data of employees, having their consent for the same is mandatory. A good HRMS system should be able to help you track employee consent for the information that they have submitted. 

Another important requirement of GDPR compliance that an HR software should have is simplified data deletion. In addition to these measures, the HR software should also provide a platform for the users to get the queries about data privacy resolved correctly. 

GDPR of compliance is mandatory and requires the organization to take multiple steps to ensure complete compliance. Looking for these requirements can help an organization find the right HRMS software.