8 ways to improve your GDPR processes
BrightPay Connect is tailored to help you overcome some of the key challenges that the GDPR presents when processing payroll. The payroll itself is still processed on BrightPay’s desktop application, however the payroll information is stored online on a secure cloud server.
As the payroll information is stored online, it has allowed us to bring you even more benefits to help you with GDPR compliance.
1. Automated Cloud Backup
With the GDPR, it’s important to keep a copy of payroll files safe in case of fire, theft, damaged computers or cyber attacks. Essentially BrightPay Connect is an automated cloud backup, keeping employee’s payroll data safe and secure. BrightPay Connect will automatically backup payroll data every 15 minutes when the payroll is open, and again when you close down the employer file. A chronological history of all backups will be maintained which can be downloaded and restored at any time.
2. Self-Service Remote Access
GDPR includes a recommendation to provide remote access to a secure system, which would provide employees with direct access to their personal data. With BrightPay Connect, employees can be invited to their own password-protected self-service portal. Employees can login to the portal 24/7 on any device, including PC’s, Macs, tablets and smartphones (essentially anywhere that they have access to an internet browser) or there is also an employee smartphone app where employees can login and get notifications directly to their device.
3. Password Protected Payslip Portal
With BrightPay Connect, employees can access a payslip library where they can view and download all historic and current payslips. Employees can also access payroll documents such as P60s, HR documents such as their contract of employment, personal data held by their employer and past and scheduled leave.
4. Right to Rectification
The right to rectification of personal data held is an important employee right under the GDPR. With the employee self-service portal, employees can update their basic personal details such as their phone number and postal address.
5. Accurate Employee Records
Data controllers and data processors must ensure that the personal data held is relevant and up-to-date. As employees can update their basic personal details on BrightPay Connect, this ensures that employers and payroll bureaus have the most accurate and current details on file for employees.
6. User Limitations and Restrictions
With the GDPR, data controllers must ensure that, by default, only personal data which is necessary for each specific purpose of the processing can be accessed. Therefore, payroll processors should only have access to the personal data that is strictly required for processing the payroll. This is referred to as data minimisation, or privacy by default. With BrightPay Connect, users can be set up so that they only have access to the information needed to complete their specific responsibilities. For example, there may be a HR manager who should not have access to employee’s payroll data, or a payroll processor who should not have access to employee documents or employees marked as confidential.
7. Central Location for Employee Documents
BrightPay Connect acts as an all in one central location to store all things employee related, including payroll, HR and other employment related documents. Employers have the ability to upload documents that apply to all employees (e.g. company handbook), documents that are unique to individual employees (e.g contract of employment), or even documents that are relevant to a particular department.
8. Secure Document Exchange
If you are a payroll bureau, you can invite your payroll clients to BrightPay Connect to their own online employer dashboard. This is a secure portal for client communications, eliminating the need to send documents with sensitive personal information by email. Clients can view employee payslips as soon as they have been finalised, they can run their own payroll reports and view amounts due to HMRC. Clients can also enter employee hours and approve the payroll through their employer portal, eliminating the back and forth emails between bureaus and their clients. This offers an additional layer of GDPR protection for client’s payroll data.
Essentially, by introducing BrightPay Connect in your business, you will be taking steps to be GDPR compliant. Book a demo today to have a look at BrightPay Connect.
Written by Rachel Hynes | BrightPay Payroll Software