HRSimplified provides companies with the tools to securely manage employee data in compliance with regulations such as POPIA (Protection of Personal Information Act) in South Africa and GDPR (General Data Protection Regulation) in Europe. While employee data must be retained for a set period after employment ends, HRSimplified ensures that companies have control over data retention and management. This guide explains how HRSimplified supports compliance with data protection regulations while maintaining secure employee records.

Data Security and Storage in HRSimplified #

1. Data Encryption and Access Control #

• HRSimplified uses robust encryption methods to ensure that employee data is securely stored and transmitted. All data is encrypted and obscured, safeguarding it from unauthorized access.
• Access is controlled through role-based permissions, ensuring that only authorized personnel can view or edit employee data. This supports compliance with POPIA and GDPR by limiting access to personal information.

2. Employee Data Retention #

• HRSimplified complies with legal requirements that mandate data retention for a specific period after an employee leaves. In many regions, including South Africa, employee data must be stored for at least three years after the last transaction on their profile.
• The platform allows customers to manage this process by making employees inactive rather than deleting their data immediately. When the retention period ends, companies have full control over deleting the data themselves, ensuring compliance with retention requirements.

Managing Compliance with POPIA and GDPR #

1. POPIA Compliance (South Africa) #

• HRSimplified complies with POPIA by ensuring:
  • Data subject consent: Employees are informed that their data is being stored and used by the company through a POPIA/GDPR Employee Information One-Pager, which can be provided to employees for signing. This document outlines that their personal data will only be used by their employer and stored securely on the platform.
  • Security safeguards: The platform ensures that employee data is protected from unauthorized access, with no external access granted to third parties, except for payroll providers, which connect through secure API integration using customer-controlled credentials.
  • Data access control: No data is accessed or altered by HRSimplified’s support teams without explicit customer authorization. HRSimplified only provides guidance on how customers can manage or correct data themselves.

2. GDPR Compliance (Europe) #

• Under GDPR, HRSimplified ensures:
  • Data security and access control: While GDPR includes a Right to Access and Right to Be Forgotten, employee data in HR systems often falls under lawful bases for processing, meaning employers are required to retain access to employee information. HRSimplified supports this requirement by securely storing employee records and ensuring employers have continued access to data.
  • No data sharing with third parties: HRSimplified does not share employee data with external parties, except through payroll integration, which is controlled by the customer. All actions are logged to ensure compliance with GDPR principles of data security and transparency.

Audit Trails and Data Access #

1. Audit Logs for Data Management #

• HRSimplified provides detailed audit trails for all interactions with employee data. Every access, modification, and transaction is logged, showing who made the changes and when. This audit trail supports compliance with both POPIA and GDPR by offering transparency into how employee data is handled.

2. Limited Support Access #

• HRSimplified’s support teams do not have access to modify customer data. In extreme cases where data correction is necessary, customer consent is required before any changes are made. Support is focused on providing guidance rather than editing data directly, ensuring that customers maintain full control over their information.

Compliance Benefits of HRSimplified’s Data Management Tools: #

• Data Retention Compliance: Employees’ data is securely stored for the legally required period, with companies having full control over data deletion when appropriate.
• Audit-Ready Transparency: The platform offers a complete audit trail, tracking data access and changes, making it easier to demonstrate compliance during audits.
• Data Security and Control: With encrypted storage and role-based access, HRSimplified ensures that sensitive employee data is securely managed and only accessible to authorized personnel.