Modelo de tratamiento de datos RGPDHuman Resources & Personnel Administration

PrivateHuman resourcesMost common processing activities

Processing of employee personal data for HR management, including organisation of work, career development and training, allocation of IT tools and resources, payroll administration, workplace health and safety, and relations with employee representatives.

Finalidades (4)

La finalidad de un tratamiento es el objetivo principal del uso de los datos personales. Estos datos deben ser recopilados para un propósito bien determinado y legítimo y no deben ser tratados posteriormente de manera incompatible con este objetivo inicial.

Organising work (diary/projects)

Intereses legítimos del responsable o de un tercero - art.6.1 f)

Art. 6(1)(f) UK GDPR – legitimate interest in workforce planning.

Careers & training

Medidas contractuales o precontractuales - art. 6-1 b)

Art. 6(1)(b) UK GDPR if contractual (training obligations), otherwise Art. 6(1)(f) UK GDPR – legitimate interests

Provision of IT tools

Medidas contractuales o precontractuales - art. 6-1 b)

Art. 6(1)(b) – performance of employment contract; Art. 6(1)(f) for IT security.

Personnel administration

Obligación legal - art. 6-1 c)

Art. 6(1)(c) UK GDPR – legal obligations under employment law; Art. 6(1)(f) UK GDPR for internal management.

Datos (11)

El artículo 30 del RGPD exige el registro de las categorías de datos tratados. Se trata aquí de definir las categorías de datos tratados. Estas pueden ser consideradas comunes o sensibles.

Employee identification data

Detalles de los datos

driver's license type

requerido

Passport numberopcional

Personal contact information

opcional

Professional contact detailsrequerido

Nationalityrequerido

Date and place of birthrequerido

Genderrequeridodatos sensibles

Photograph

opcional

Employee's first and last namerequerido

Reglas de conservación

Base activa:

Active during employment

Archivado intermedio:

Archive up to 6 years after termination

Limitation Act 1980

Training & appraisal data

Detalles de los datos

Diplomasopcional

Certificates and attestationsopcional

Training requests and historyopcional

Appraisalsrequerido

Assigned objectivesrequerido

Evaluator Identity

requerido

Reglas de conservación

Base activa:

Active for appraisal cycle (2–3 years);

Archivado intermedio:

intermediate up to 6 years post-employment for claims defence.

Equipment/IT allocation logs

Detalles de los datos

Organigramsrequerido

Intranet internal administrative formrequerido

Individual email accountrequerido

Connection datarequerido

budget allocationrequerido

Date of maintenance and removalrequerido

Date of endowmentrequerido

Nature of endowmentrequerido

Equipment request managementrequerido

Task distributionrequerido

Object and people present at appointmentsrequerido

Dates, places and times of business meetingsrequerido

Professional contact detailsrequerido

Functionsrequerido

Photograph

opcional

Employee's first and last namerequerido

Trainingrequerido

Reglas de conservación

Base activa:

Active during use

Orden final

Employee representative & union data

Detalles de los datos

Minutesrequerido

Reportsrequerido

Preparatory documentsrequerido

Reglas de conservación

Base activa:

Duration necessary to accomplish the purpose

Employee appraisal data

Detalles de los datos

Career development forecastsrequerido

Comments and wishes expressed by the employeerequerido

Appraisal results

requerido

Objectives assignedrequerido

Skills assessmentsrequerido

Evaluator Identity

requerido

Interview datesrequerido

Reglas de conservación

Base activa:

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

Archivado intermedio:

Intermediate archive: up to 6 years after employment termination

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

Orden final

Employee employment status data

Detalles de los datos

Recognition of the status of disabled workerrequerido

Disability rate

requerido

Nature of employment contract

requerido

Accounting Sectionrequerido

Hierarchical coefficientrequerido

Job heldrequerido

Seniorityrequerido

Company entry date

requerido

Internal identification numberrequerido

Workplacerequerido

Reglas de conservación

Base activa:

duration of employment relationship

Archivado intermedio:

5 years after the end of the employment contract

Health & accident/illness data

Detalles de los datos

Work not resumed to date

requerido

Reason for the absence (work-related accident or occupational illness)requerido

Resumption date

requerido

date of last day worked

requerido

date of accident or first medical determination of illness

requeridodatos sensibles

Occupational physician contact details

requerido

Reglas de conservación

Base activa:

Retain for statutory health & safety periods (at least 3 years after incident; longer if linked to potential claims).

Social activities set up by the employer

Detalles de los datos

Benefits and services requested and providedrequerido

Incomerequerido

Identity of the employee and his/her assigns or beneficiariesrequerido

Reglas de conservación

Base activa:

Duration necessary to accomplish the purpose

Employee career management

Detalles de los datos

Disciplinary sanctions excluding those resulting from amnestied actsrequerido

Employee's employment desiresrequerido

Career simulationrequerido

Purpose and reason for changes in the employee's employment statusrequerido

Daterequerido

Date and terms of recruitmentrequerido

Reglas de conservación

Base activa:

The data necessary for personnel management are kept, in principle, for the duration of the employment relationship, unless otherwise provided by law or regulation.

Archivado intermedio:

5 years after the employee leaves the organization

Special hardship entitlements (leave/delegation)

Detalles de los datos

Operational reserve participationopcional

Data relating to the exercise of an elective or representative trade union mandateopcionaldatos sensibles

Reglas de conservación

Base activa:

Active for the period of entitlement

Archivado intermedio:

Intermediate: 6 years post-entitlement (covering claims periods).

Orden final

Payroll data

Detalles de los datos

National Insurance numberrequeridodatos sensibles

Real Time Information (RTI) submissionsrequerido

Business expensesrequerido

Leave and absences giving rise to deductible or compensable deductions, as well as any deductions legally made by the employerrequerido

Factors determining the award of additional remuneration

requerido

Number assigned by social organisationsrequerido

Amountsrequerido

Reglas de conservación

Base activa:

6 years after end of tax year

Companies Act 2006 & HMRC requirements: HMRC guidance

Personas afectadas (1)

Una persona interesada es toda persona cuyos datos son recopilados, retenidos o tratados por el tratamiento de datos en cuestión. Ej: En el marco de un tratamiento de gestión de reclutamiento, cualquier candidato para el puesto en cuestión constituye una persona interesada.

Employees

Creado el:07/08/2023

Actualizado el:08/01/2025

Número de usos:10

Modelo de tratamiento de datos RGPDHuman Resources & Personnel Administration

Finalidades (4)

Datos (11)

Employee identification data

Training & appraisal data

Equipment/IT allocation logs

Employee representative & union data

Employee appraisal data

Employee employment status data

Health & accident/illness data

Social activities set up by the employer

Employee career management

Special hardship entitlements (leave/delegation)

Payroll data

Personas afectadas (1)

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