GDPR - The General Data Protection Regulation (GDPR) serves as the European Union’s regulatory framework designed to protect the personal data of its citizens.
Activ People HR – This term encompasses all hosted Activ solutions, which include: Absence, Appraisals, Documents, Handbook, Timesheets, Training, and any other services provided under the Activ People HR brand.
Data Controllers – In the context of Activ People HR, the Data Controllers are the customer employee(s) who have HR and Administration Access privileges. The customer will appoint a Primary Data Controller to ensure effective communication in the event of an information security incident.
Data Processors – Regarding Activ People HR, the data processors consist of Codel Software Ltd and its support staff.
Under GDPR, individuals possess the right to access all information pertaining to them, to rectify any inaccuracies, and to request the deletion of their information. Their data must not be utilized for direct marketing or automated decision-making purposes. Additionally, individuals have the right to Data Portability.
Right to Access
The Activ People HR solution will furnish the Data Controller with a comprehensive ‘Employee Report’ detailing all data held on an individual. This report can be provided to the individual upon request.
Right to Correct Inaccuracies
The data controllers (HR Users) are authorized to update any records where inaccuracies are identified.
Right to Erasure
The data pertaining to individuals within Activ People HR are employees of the Data Controller Organization, and as such, the majority of the data retained serves the stated purpose and is held under the authority of the Data Controller. Any personal information retained beyond the scope of the stated purpose must be deleted by the Data Controller upon the individual’s request. For instance, while an organization may choose to record employees' personal mobile phone numbers, if this data is not necessary for employee management, the individual has the right to request its deletion.
To assist the Data Controller, Activ People HR solutions offers tools to anonymize employee information. These tools eliminate any personally identifiable information for an individual while preserving the anonymized records for statistical analysis and business intelligence purposes.
Activ People HR enables the establishment of a retention period for data related to departing employees. Once the retention period has expired, the records will be automatically anonymized.
Right to Prevent Direct Marketing
The data processor will not utilize the data for any purposes outside of those explicitly stated. The application provides the Data Controller with the capability to download employee information; it is the responsibility of the Data Controller to ensure that the data is not employed for any other purposes. Activ People HR restricts access to download employee records solely to the Data Controllers and those authorized by the Data Controller.
Right to Prevent Automated Decision-Making and Profiling
Activ People HR does not engage in automated decision-making. The trigger point alert system merely highlights individual scenarios that may warrant further review.
Right to Data Portability
The Data Controller will be able to provide the Employee Report to the individual should they wish to present it to a prospective employer.
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