If your company stores or processes personal information about EU citizens you must comply with the General Data Protection Regulation (GDPR).
GDPR compliance is a newly added important feature on Time Point Cloud that helps you automate your GDPR relevant policies and procedures. In this blog, we explain what the new feature can do for you and provide some best practices for GDPR compliance with TP Cloud.
What does it mean to be GDPR compliant?
In May of 2018, the General Data Protection Regulation (GDPR) became enforceable replacing the former Data Protection Directive from 1995. At its core, the GDPR regulation aims to strengthen EU data protection rules by giving individuals more control over their personal data.
It outlines certain obligations organisations must follow which limit how personal data can be used and processed. All organisations that process the personal data of EU citizens must comply with these regulations. Any company that breaches these regulations, faces severe fines of up to €20 million or 4% of annual global revenue.
Our new Cloud feature helps you tackle the challenges linked to achieving GDPR compliance.
What can the Time Point Cloud GDPR feature do for your business?
The feature can bring efficiency and oversight to your business by ensuring you are following all GDPR policies, processes and procedures.
Free Up Management Time
It can take a considerable amount of management time to ensure all GDPR processes are being followed. The TP Cloud GDPR module has a set of tools that assist you in compliance and free up valuable management time. You can easily automate data retention, document management and set expiry dates.
Automate Data Retention And Set Expiry Dates
A question that often arises in relation to GDPR is how long data can be retained. Although there are no definitive GDPR statutory retention periods per se, the legislation states that a business should keep information for “no longer than is necessary”.
Therefore, when deciding how long to keep personal data for, employers should consider statutory retention periods, limitation periods for claims and their businesses needs.
With our new TP cloud feature, we help you automate this process by setting any expiry dates for how long data is to be retained. You can easily ensure that selected documents are removed on specific key dates to ensure compliance with GDPR. Simply select a date in the future while uploading any paper or form.
Track User Access And Data Edits
When working with a large quantity of client and employee data, it is easy to lose your overview. Our cloud-based online document management system allows you to upload, store, and manage all GDPR related data in one centralised location, making sure you stay on top of any changes.
To do so, we provide a full audit trail, tracking user access and any edits to your staff’s HR data. This allows your team to handle all forms and documents with confidence, knowing they will never get lost by accident.
Manage Staff Subject Requests
Is your employee looking for a payslip from five years ago or their initial contract? In any large company, staff subject requests come in on a daily basis.
Our GDPR feature allows you to easily retrieve all data and audit history on any staff member. You can access and send any employee-related information online through our cloud-based system.
Especially if in a hurry, our new feature allows you to efficiently compile responses to “data subject requests” and send them to the respective employee instantly.
Best Practices for GDPR compliance with Time Point Cloud: A Checklist
Although at Time Point we provide you with the cloud-based technology and tools that enable compliance, each organisation maintains sole responsibility for designing an architecture that is, in fact, GDPR compliant.
This can be especially challenging if you don’t have a well-thought-out database architecture. Here are two best practices for building such an architecture, that lay the foundation for adhering to any privacy regulations.
#1: Build A Data Model That Stores All Information In One Place
One of the most important initial data management decisions you have to make is building a model that stores all your data in one centralised location. This allows you to easily find, retrieve, update or delete information wherever you are.
At Time Point, we empower your employees with an all-in-one integrated system for HR and workforce management. Starting with an automated onboarding process, you can create mandatory checklists and upload contracts ensuring all policies are adhered to from the start.
#2: Align Your Automation Across Departments
A common challenge in any company is the alignment of all documents and procedures across departments. Especially if each department has its own recording system, things can get messy quickly.
TP Cloud, powered by Microsoft Azure, allows everyone in your organisation across different apartments to have an immediate overview of all GDPR relevant data with one integrated system. You can even connect your employees and managers through the Time Point App allowing everyone to view and manage documents on the go anywhere at any time.
Find out more about our new GDPR feature and your endless HR management opportunities with Time Point by booking your free Time Point demo today or call us at +353 1 406 7610.
