There are two main reasons for having up to date employee information, one of which is you may need to refer to it in the event of an emergency and also there is a legal requirement under GDPR.

This is often easier said than done because you may have an antiquated HR system or simply rely on personnel files in the office or you may have an inefficient way of notifying your employees.

In the first of our Return to School blog series, we will shine a light on how much easier it can be to keep staff details up to date with Every HR.

Personal data and GDPR

Employers must keep their employees’ personal data safe, secure and up to date.

Employers can keep the following data about their employees without their permission:

  • name
  • address
  • date of birth
  • sex
  • education and qualifications
  • work experience
  • National Insurance number
  • tax code
  • emergency contact details
  • employment history with the organisation
  • employment terms and conditions (eg pay, hours of work, holidays, benefits, absence)
  • any accidents connected with work
  • any training taken
  • any disciplinary action

Employers need their employees’ permission to keep certain types of ’sensitive’ data, including:

  • race and ethnicity
  • religion
  • political membership or opinions
  • trade union membership
  • genetics
  • biometrics, for example if your fingerprints are used for identification
  • health and medical conditions
  • sexual history or orientation

Employers must keep sensitive data more securely than other types of data.

What an employer should tell an employee

An employee has a right to be told:

  • what records are kept and how they’re used
  • the confidentiality of the records
  • how these records can help with their training and development at work

If an employee asks to find out what data is kept on them, the employer will have 30 days to provide a copy of the information.

An employer should not keep data any longer than is necessary and they must follow the rules on data protection

Source: www.gov.uk

The importance of having up to date staff information

The prolonged period of lockdown may have strained peoples’ relationships and so there may be an increased likelihood of relationships breaking down, people changing address or bank accounts. So now, more than ever, it is important to get this information up to date prior to the start of the new academic year. In addition, employers should routinely remind employees to check and update their personal details where necessary.

How Every can support you with employee data management

The prolonged period of lockdown may have strained peoples’ relationships and so there may be an increased likelihood of relationships breaking down, people changing address or bank accounts. So now, more than ever, it is important to get this information up to date prior to the start of the new academic year. In addition, employers should routinely remind employees to check and update their personal details where necessary.

Every HR’s dedicated employee-focused module My Portal makes this an easy task. Logging in couldn’t be simpler by using their MS365 credentials. Secondly, they can update their personal details such as an address, contact information and next of kin on screen in a matter of seconds. 

Staff information is easily accessible to the appropriate line-managers and administrators where applicable for running reports such as gender pay reports and monitoring staff turnover. Every HR provides you with interactive graphs and charts which bring your data to life and make it easier when making it easier to see the bigger picture. 

How Every can support you with employee data management

Every HR’s dedicated employee-focused module My Portal makes this an easy task. Logging in couldn’t be simpler by using their MS365 credentials. Secondly, they can update their personal details such as an address, contact information and next of kin on screen in a matter of seconds. 

Staff information is easily accessible to the appropriate line-managers and administrators where applicable for running reports such as gender pay reports and monitoring staff turnover. Every HR provides you with interactive graphs and charts which bring your data to life and make it easier when making direct decisions. 

With Every HR, you have comfort in knowing you and each of your employees have their own space to update their personal information, which in turn streamlines your processes for a simpler and more stress-free return to school.

If you would like to learn more about how you can update your staff details with our core HR modules, click here to book a demo with a member of our team today at no cost. 

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