GDPR – How does it affect payroll?

General Data Protection Regulation, or GDPR, is a new series of regulations which aims to protect the data of individuals. It has been a real headache for companies which operate in the UK and the penalties for getting it wrong have been widely advertised. Hefty fines can and have been imposed for those who are non-compliant, even if the fault is inadvertent.

Whilst you’ll need to comply with GDPR in a range of different business functions, GDPR also effects payroll.

There are three main things you’ll need to do:

1. Ensure that staff data is kept protected.

Staff data must be stored securely and it must be double-encrypted. The easiest way to ensure you are compliant is to pick the right software to do this for you.

2. Ensure that staff have the right to access their data, whenever they want to.

Staff must be able to access all the data that you hold about them, at all times. Again, picking the right payroll software is crucial. Some software systems will create employee portals, often accessible through a smartphone, which will allow you to comply with this.

3. Ensure that all staff have the right to be forgotten.

Staff have the ‘right to be forgotten’. Once they have left, they can request that you delete all of the data you hold on them. Whilst rare, it does happen and your software provider should have the functionality to do this easily and instantly.

Essentially compliance is easy – if you have the right software. With our years of payroll experience, we are well placed to help you make the right choice and find the software which works for you. Our consultants have a deep knowledge of the market today and can work with you to find the right payroll provider. Can you really afford to make the wrong choice?

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