Payslips: How to easily avoid a GDPR nightmare
It is the law that employers must provide their employees with a payslip either before or on the day that they get paid. There are three ways employers can distribute payslips to their employees each pay period:
- A printed or paper version of a payslip can be physically given to the employee or it can be posted to the employees' home address.
- Payslips can be emailed to employees.
- Payslips can be shared with employees through an online system.
Payslips are highly confidential documents as they contain employees’ sensitive personal information. It is the responsibility of the employer to ensure that the employees' information is kept safe and secure. Although the GDPR is an EU regulation, the UK government has incorporated GDPR into UK data protection law, and so it is still important for UK businesses comply with it. The mishandling of an employee's information could lead to a serious data breach where an employee's privacy or personal data has been compromised. If employees feel they have suffered damage as result of a data breach, they have a right to report you to the ICO.
As an employer, if you choose to post payslips, this method leaves your employees most at risk of a data breach. For example, you could make the mistake of posting a payslip to an incorrect address or a previous address.
Most employers choose to email employees their payslips. However, depending on what technical measures are taken to protect these emails, an email could be easily intercepted, and sensitive employee information could fall into the wrong hands. If you are sending payslips by email, it is important that all payslips are password protected. However, even if you follow all the correct guidelines when emailing payslips, you still run the risk of a data breach such as sending a payslip to the incorrect email address or not setting up a unique password for each employee.
An employee self-service is the best way to avoid data breaches
It is recommended, where possible, that organisations provide employees with remote access to a secure self-service system where employees can view new and past payslips.
BrightPay Connect is an optional cloud add-on to BrightPay’s payroll software. Once payslips have been finalised in the payroll software, payslips will become available to employees at the time which was chosen by the employer (e.g. as soon as they are finalised, on the pay date, before the pay date) through the employee self-service.
Employees can access BrightPay Connect’s self-service at any time from any computer, tablet or smartphone. The BrightPay Connect employee self-service mobile app is available for download from the Google Play Store and the Apple App store. Employees will receive an email and a push notification when their latest payslip becomes available to view and download. Through the employee app, employees can also view and download all past payslips.
BrightPay Connect uses a design structure that maximises security. Each user will have their own login details and unique password. BrightPay Connect utilises the Microsoft Azure platform to give customers reliability, secure data in transit, scalability, data redundancy, geo-replication and timely security updates out of the box.
Securely distributing payslips is just one of the many benefits of BrightPay Connect. Other features include automatic cloud backup, sharing HR documents, the ability for employees to request leave through the self-service portal and much more.
Book a demo today to learn how BrightPay Connect can help your business stay GDPR compliant and its many other benefits.
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