What do you do if employee data privacy and security are at risk with new technology?

1 Assess the risks

Before you adopt any new technology, you need to conduct a thorough risk assessment to identify the potential threats and vulnerabilities that it may introduce to your employee data. For example, you need to consider the type of data that will be collected, stored, processed, or transmitted by the technology, the level of encryption and security features that it offers, the access and control rights that you and your employees have, and the legal and contractual obligations that you have to protect the data. You also need to evaluate the reliability and reputation of the technology provider and their compliance with the applicable data protection standards and frameworks.

2 Inform and consult your employees

One of the key principles of employee data privacy and security is transparency. You need to inform and consult your employees about the purpose, scope, and implications of using the new technology and how it will affect their rights and responsibilities. You need to explain the benefits and risks of the technology, the measures that you have taken to safeguard their data, and the options that they have to opt-in or opt-out of the technology. You also need to obtain their consent and feedback, and address any concerns or objections that they may have.

3 Implement policies and procedures

To ensure that your employees use the new technology in a responsible and ethical manner, you need to implement clear and comprehensive policies and procedures that cover the following aspects: data collection, storage, processing, and transmission; data access, control, and ownership; data retention and deletion; data breach notification and response; data security training and awareness; and data privacy rights and complaints. You need to communicate these policies and procedures to your employees and enforce them consistently and fairly.

4 Monitor and review the technology

Once you have deployed the new technology, you need to monitor and review its performance and impact on your employee data privacy and security. You need to collect and analyze data on the usage, effectiveness, and satisfaction of the technology, as well as any incidents, errors, or complaints that may arise. You also need to update and adjust your policies and procedures as needed, and keep your employees informed of any changes or improvements. You also need to audit and evaluate the technology provider's compliance with their contractual and legal obligations, and report any violations or issues.

5 Seek expert advice

If you are unsure or overwhelmed by the complexity and diversity of employee data privacy and security issues related to new technology, you may want to seek expert advice from a qualified and experienced professional. They can help you conduct a risk assessment, design and implement policies and procedures, provide training and education, monitor and review the technology, and handle any disputes or litigation that may arise. They can also help you stay updated and informed of the latest trends, developments, and best practices in the field of employee data privacy and security.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?