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Members may download one copy of our sample forms and templates for your personal use within your organization. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organization’s culture, industry, and practices. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRM’s permission. To request permission for specific items, click on the “reuse permissions” button on the page where you find the item.
Data protection in Europe is about to become far more stringent.
To protect employee and consumer data, organizations that do business in or with European countries must—by May 25, 2018—comply with the General Data Protection Regulation (GDPR) or face harsh fines and penalties.
As hacking increases worldwide, the GDPR mandates how groups gather, store and use sensitive employee data.
Passed in April 2016 by the EU Parliament, the law replaces the Data Protection Directive, which was enacted in 1995. The new regulation's key objectives are to give people control of their personal data and to streamline current laws surrounding the legal use of this information.
Under the GDPR:
The Information Commissioner's Office in the United Kingdom, which reports directly to Parliament, has prepared a 12-step checklist to ready organizations for GDPR compliance. It includes making sure that HR departments are prepared to detect, report and investigate data breaches and that they know what types of data leave employees vulnerable.Experts are urging companies to get compliant now."With the EU's General Data Protection Regulation less than one year away, organizations around the world are deeply concerned about the impact that information non-compliance can have on their brand and loyalty of their customers," Jason Tooley, vice president, Northern Europe, at Veritas Technologies LLC, said in a company statement.He said organizations need to begin educating themselves now on "the tools, processes and policies to support information governance strategies that are required to comply with the GDPR requirements." Veritas, a software company, is based in Reading in the U.K.[SHRM members-only toolkit: Introduction to the Global Human Resources Discipline]The best way to do that, he said, is to create "an automated, classification-based, policy-driven approach to GDPR," that will "enable organizations to accelerate their ability to meet the regulatory demands within the short time frames available." David Godden, vice president of sales and marketing for Thymometrics, an employee engagement software firm based in Cambridge in the United Kingdom, said in a press release that "even if a company is using a cloud server in a relatively safe region of the world, this doesn't mean the company is complying with GDPR and that data is secure." Jerry Pett, CEO and co-founder of Thymometrics suggested in a blog post on the company's website that employers can prepare for compliance with the new regulation by doing the following:
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