Achieve GDPR Readiness With Workteam

Request and record employee consent for the storage and processing of personal information

The new EU General Data Protection Regulation (GDPR) comes into full effect and enforcement in May 2018. Sweeping new changes will require organizations to seek consent from employees for any personal information that is stored or processed.

The GDPR will dramatically change the rights of your employees and how their data will be processed and will introduce higher fines of up to €20M or 4% of annual turnover for those organizations that fail to comply with the new regulations.

While GDPR readiness can pose a significiant challenge for many organizations, Workteam can help you stay compliant with many of the new requirements;

Getting consent for data capture
Perhaps the largest impact for many organizations will be the more stringent requirements for establishing consent to the processing of employees' personal data. It will no longer be possible to rely on a catch-all privacy policy or a clause written into each employee's contract of employment. The GDPR indicates that consent may only be given through:

"a clear affirmative act establishing a freely given, specific, informed and unambiguous indication of the data subject’s agreement to the processing of personal data relating to him or her..."

This essentially means that you will need to ask each of your employees for consent for processing personal information in specific systems and scenarios. Each time you request data from your employees, consent will be required too, in particular if you plan to process that data for different purposes. A single consent does not cover all instances of data capture, and explanations of planned data processes must be given when requesting consent in order to comply with GDPR regulations.

GDPR also requires organizations to keep detailed records to prove that an employee has 'opted in' and consented. For more information, see Article VII of the GDPR Regulation

With Workteam, you can easily create a set of consent requests to process employee personal data. Each request will set out clearly to each employee why the data is being requested, how it will be processed and by whom. Workteam will automatically request each employee to give, or decline, consent for the information requested. It can also remind employees who have not yet responded to give their consent. Workteam provides views that let you see at-a-glance which employees have responded and keeps an audit trail of which employees consented to requests and the date and time when they gave consent. In the event that an employee declines to give consent, or withdraws their consent, Workteam will alert the relevant HR admins, placing a task in their action list which will remain until the withdrawal of consent is appropriately dealt with.

The right to be forgotten
As well as new requirements on gaining consent for data capture and processing, the GDPR also makes it clear that consent can be withdrawn and revoked at any time. Originally known as the "right to be forgotten", this GDPR principle dictates that an employee can request for their data to be erased when there is no longer a compelling reason for the organization to continue processing their data. Users of Workteam can at any point revoke their consent for processing of specific personal data. When consent is revoked, the relevant people are informed and an action item is created to prompt for the relevant action to be taken.
Workteam can help your organization seek, manage and document the consent you now need from your employees for the processing of their personal data. Sign up and try Workteam free for 14 days.


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Manage your organization's consent for personal data and stay compliant with GDPR.

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