Personal Data for Employees
The employer is the data controller and may therefore collect only those personal data that are strictly necessary to fulfill a defined purpose — the employer's obligations. These obligations may include payroll processing, social and health insurance contributions, and similar activities.
The following personal data are required for these purposes: Surname, First Name, All Previous Surnames, ID Card Number, Birth Registration Number, Date and Place of Birth.
The employer may also be required to collect other personal data based on legal obligations — for example, if an employee claims a tax credit for their children, the employer must process the birth registration numbers of those children. There are, of course, many similar cases.
The information above is for guidance purposes only. For more specific advice, detailed information about the nature of your company's activities is required.
Defining a Purpose for Employees
Let's now walk through an example of creating a purpose required for collecting employee personal data.
In the Purpose Definition module, there is already a standard predefined definition for records in HR Management.
In the standard purpose definition, editing is not available on certain tabs.
The validity period is set to 30 years (Manual), starting from the date of termination of employment.
The data occurrence is in the HR Management module; the selected fields in our example are Name, Address, Date of Birth, House Number, etc. (these can be found on the Data Occurrence tab).
Additional settings — such as access control, and actions to take upon expiry or when the definition becomes valid — can also be configured (in the relevant tabs) even for a standard definition.
The second step is to navigate to the HR Management module and manually create a purpose for the relevant records (employees).
Purposes can subsequently be found in the GDPR -> Purposes register. Here, as in most registers in Flexi, filtering options are available (by company, by purpose definition, etc.).