GDPR Data processing modelEmployee Appraisal and Performance Review Management

PrivateMost common processing activitiesHuman resources

Processing of employee personal data for the organisation of annual appraisal interviews, monitoring of skills, evaluation of performance, and career development planning.

Purposes (1)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Monitoring, management and assessment of employee skills

Legitimate interest

Art. 6(1)(f) (legitimate interests – performance management). For disability data: Art. 9(2)(b) + DPA 2018 Sch. 1 para. 1–2 (employment/equality law obligations).

Data categories (3)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Employee identity data

Data details

dependent children

required

Professional contact detailsrequired

Nationalityrequired

Date and place of birthrequired

Genderrequiredsensitive data

Photograph

optional

First namerequired

Last name

required

Data conservation rules

Active base:

Duration of employment

Intermediate archiving:

Up to 6 years after termination

Limitation Act 1980 – employment claims

Destruction

Professional situation data

Data details

Recognition of disabled worker statusrequired

Disability rate

required

Nature of employment contract

required

Job held and hierarchical coefficientrequired

Seniorityrequired

Company entry date

required

Internal identification numberrequired

Workplacerequired

Contract type

required

Data conservation rules

Active base:

Duration of employment.

Intermediate archiving:

Up to 6 years after termination.

Retention complies with storage limitation (Art. 5(1)(e) UK GDPR) and employment law standards.

Destruction

Employee appraisal data

Data details

Career development forecastsrequired

Comments and wishes expressed by the employeerequired

Appraisal results

required

Objectives assignedrequired

Skills assessmentsrequired

Evaluator Identity

required

Interview datesrequired

Data conservation rules

Active base:

Active database: for the duration of appraisal cycles (typically 2–3 years).

Intermediate archiving:

Intermediate archive: up to 6 years after employment termination

To cover claims under the Limitation Act 1980, e.g. discrimination or unfair dismissal

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Employees

Created at:07/08/2023

Updated on:08/01/2025

Nb using:22

GDPR Data processing modelEmployee Appraisal and Performance Review Management

Purposes (1)

Data categories (3)

Employee identity data

Professional situation data

Employee appraisal data

Data subject (1)

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