{"id":64104,"date":"4. April 2025  <span class=\"sep\"><\/span> Personnel planning <span class=\"sep\"><\/span> Recruiting <span class=\"sep\"><\/span> Working world","date_gmt":"2025-04-04T20:10:04","guid":{"rendered":"https:\/\/www.teamhero.de\/guide-to-gdpr-compliant-employee-data\/"},"modified":"2025-08-25T13:56:47","modified_gmt":"2025-08-25T11:56:47","slug":"guide-to-gdpr-compliant-employee-data","status":"publish","type":"post","link":"https:\/\/www.teamhero.de\/en\/guide-to-gdpr-compliant-employee-data\/","title":{"rendered":"Guide to GDPR-compliant employee data"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">This guide provides an overview and practical tips for GDPR-compliant management of employee data and gives recommendations for its implementation in day-to-day business.<\/span><\/p>\n<p>After all, employee data is the be-all and end-all in the busy day-to-day running of a company with a large workforce. But mistakes in complying with the General Data Protection Regulation (GDPR) can be costly and can also shake the trust of employees and customers.<\/p>\n<h2><span style=\"font-weight: 400;\">Understanding employee data:<br \/>\nWhat is included and what is permitted?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The term employee data refers to all information that relates to an identifiable person in the context of the employment relationship and that is collected by a company: Beginning with the application through to leaving the company.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of contact and contract data, wage and salary information, time recording data, qualification certificates and much more. The sheer volume and variety of this data in personnel-intensive industries make structured administration an absolute necessity.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">A centralized <\/span><a href=\"https:\/\/www.teamhero.de\/en\/functions\/employee-database\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">employee database<\/span><\/a><span style=\"font-weight: 400;\">as offered by modern HR software such as Teamhero, helps to manage master data, qualifications and even individual fields clearly and to maintain an overview.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Examples of employee data:<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Personal master data<\/strong> (name, address, date of birth, gender, nationality)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Contact details<\/strong> (private telephone number, e-mail address)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Contract data<\/strong> (start date, position\/job title, department, contract type, notice periods)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Bank details<\/strong> (IBAN, BIC for salary payments)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Social security data<\/strong> (social security number, health insurance company)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Tax data<\/strong> (tax identification number, tax class, religious denomination, child allowances)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Working time data<\/strong> (recorded working hours, overtime, vacation requests\/days, sick days)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Remuneration data<\/strong> (salary\/wage, allowances, bonuses, salary development)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Qualification data<\/strong> (proof of education, certificates, further training, language skills, driver&#8217;s license)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Performance and behavioral data<\/strong> (employee appraisals, target agreements, warnings)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Organizational data<\/strong> (personnel number, cost centre, access authorizations)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>Data on company pension schemes<\/strong><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Photos\/videos<\/strong> (e.g. for employee ID cards, intranet, website &#8211; often subject to consent)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Application documents<\/strong> (CV, certificates from the application phase)<br \/>\n<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-63052 size-full\" src=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/Person-die-die-Einhaltung-der-Vorschriften-in-Bezug-auf-die-Daten-der-Mitarbeiterverwaltung-uberpruft-Mitarbeiterdaten.jpg\" alt=\"Person who checks compliance with the regulations relating to employee administration data Employee data\" width=\"1024\" height=\"500\" srcset=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/Person-die-die-Einhaltung-der-Vorschriften-in-Bezug-auf-die-Daten-der-Mitarbeiterverwaltung-uberpruft-Mitarbeiterdaten.jpg 1024w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/Person-die-die-Einhaltung-der-Vorschriften-in-Bezug-auf-die-Daten-der-Mitarbeiterverwaltung-uberpruft-Mitarbeiterdaten-300x146.jpg 300w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/Person-die-die-Einhaltung-der-Vorschriften-in-Bezug-auf-die-Daten-der-Mitarbeiterverwaltung-uberpruft-Mitarbeiterdaten-768x375.jpg 768w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/Person-die-die-Einhaltung-der-Vorschriften-in-Bezug-auf-die-Daten-der-Mitarbeiterverwaltung-uberpruft-Mitarbeiterdaten-600x293.jpg 600w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/Person-die-die-Einhaltung-der-Vorschriften-in-Bezug-auf-die-Daten-der-Mitarbeiterverwaltung-uberpruft-Mitarbeiterdaten-524x256.jpg 524w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">The basis:<br \/>\nWhen you may (and must) collect data<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A lot of data is simply necessary in order to be able to carry out an employment relationship at all. Without your name, address, bank details or social security number, you can neither pay your salary nor report to the authorities. The General Data Protection Regulation and the    <\/span><a href=\"https:\/\/www.gesetze-im-internet.de\/bdsg_2018\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Federal Data Protection Act (BDSG)<\/span><\/a><span style=\"font-weight: 400;\"> permit the processing of this required employee data (\u00a7 26 BDSG). <\/span> <\/p>\n<p><span style=\"font-weight: 400;\">Nevertheless, always check critically: Is this information really necessary for the purpose (e.g. contract fulfillment, legal obligation)? This principle of necessity and data minimization is your first touchstone. <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Special care with sensitive data<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Certain categories of employee data enjoy special protection in accordance with <\/span><a href=\"https:\/\/www.google.com\/search?client=firefox-b-d&amp;q=art.+9+dsgvo\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Art. 9 GDPR<\/span><\/a><span style=\"font-weight: 400;\">as they encroach deeply on privacy. This includes health data, religious affiliation or trade union membership. Their processing is generally prohibited unless a clear exception applies.    <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Particularly in personnel-intensive sectors such as event organization, care or the security industry, health data or specific proof of suitability (e.g. certificates, certificate of good conduct) may well be relevant in order to meet legal requirements or ensure suitability for certain assignments. This makes strict purpose limitation all the more important: This data may only be used for the clearly defined, legitimate purpose.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Strict access protection is also a prerequisite: make sure that only absolutely authorized persons can view this sensitive information.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">When consent is required<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If the data processing goes beyond what is necessary, you need the express consent of your employees. Typical cases include the publication of employee photos on the website or the use of data for purposes that are not directly work-related. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">For such consent to be effective, it must be voluntary, informed (about the purpose, right of withdrawal, etc.) and ideally verifiable in writing or electronically. In the employment relationship, voluntariness must be examined particularly critically.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">The practical challenge often lies in managing consents (e.g. for photos at events, data transfer to customers for sedcards) in an audit-proof manner, especially with a large number of employees, who may also change frequently.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Digital tools such as Teamhero help here by means of clear <\/span><a href=\"https:\/\/www.teamhero.de\/en\/functions\/documents\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">document storage modules<\/span><\/a><span style=\"font-weight: 400;\">to centrally track the status of each consent and important documents such as enrollment certificates and store the documents directly in the digital personnel file.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Legal basis:<br \/>\nThe foundation of your compliance<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In addition to the central German standard for employee data, Section 26 BDSG, you must always keep an eye on the basic principles of the GDPR (Art. 5) regarding the management of employee data in the context of data protection in the workplace:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Purpose limitation<\/strong>: Use data only for the purpose for which it was collected.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Data minimization<\/strong>: Only collect and store as much data as is really necessary.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Accuracy<\/strong>: Keep data up to date and correct.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Storage limitation<\/strong>: Delete data when it is no longer required and there are no retention periods to the contrary.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>Integrity and confidentiality<\/strong>: Actively protect data through appropriate technical and organizational measures (TOMs).<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The obligation to provide active protection is not an option. Systems such as Teamhero, which   <\/span><a href=\"https:\/\/www.teamhero.de\/en\/help\/security\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Data security<\/span><\/a><span style=\"font-weight: 400;\"> in the focus of your software make compliance with the guidelines much easier. <\/span> <\/p>\n<p><span style=\"font-weight: 400;\">Specifically, Teamhero relies on various measures for the data protection of employee data: Your data is hosted exclusively in a multi-certified (including ISO 27001), redundant high-security data center in Germany. In addition, all access to the system and data transfer is consistently SSL-encrypted, while daily, automated backups on redundant storage systems additionally safeguard the integrity and availability of your data. <\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Practical implementation:<br \/>\nData protection in the workplace<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Legal knowledge must be translated into practice. To do this, implement a robust security concept. This includes technical precautions (encryption, secure software) and organizational rules (access restrictions). Also think about physical security: locked filing cabinets and secure offices are still relevant.     <\/span><\/p>\n<p><span style=\"font-weight: 400;\">You should also keep the legally required register of processing activities (VVT). It is your central proof of compliance and must always be kept up to date &#8211; consider it a living document that is adapted as soon as new processes start.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Tools such as Teamhero, which offer a central employee database, can support the maintenance of the VVT, as much of the necessary information (data categories, purposes, deletion periods) is stored there in a structured manner.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Focus: Data protection in applicant management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Applicant management is a data protection hotspot, especially in personnel-intensive industries. Pay attention to data minimization and only ask for what is necessary. Inform applicants transparently about data processing.    <\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you would like to include candidates in a talent pool, you need separate, voluntary consent. Very important: Delete the data of rejected applicants promptly, usually after 6 months at the latest (due to AGG deadlines), unless consent has been given for longer storage.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Clean data management right from the start, supported by functions for <\/span><a href=\"https:\/\/www.teamhero.de\/en\/functions\/recruitment\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">applicant management<\/span><\/a><span style=\"font-weight: 400;\">as offered by good personnel management software is an enormous help here.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Sensitize employees<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The human factor always plays a role. Train your employees regularly on the basics of data protection in the workplace, internal guidelines and current threats such as phishing. A sensitized workforce is your best protection against unintentional errors.  <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Data Protection Officer (DPO)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Check whether you need to appoint a DPO (in Germany often from 20 persons who constantly process data automatically). The DPO advises and monitors independently and is an important point of contact. <\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Taking employee rights seriously:<br \/>\nInformation, deletion &amp; co<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Data protection under the GDPR strengthens the rights of your employees with regard to employee data.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your employees therefore have the right to information about the employee data stored about them (what, why, for how long, who has access?). They can request information, and often also a copy of their data ( <\/span><a href=\"https:\/\/dsgvo-gesetz.de\/art-15-dsgvo\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Art. 15 para. 3 GDPR <\/span><\/a><span style=\"font-weight: 400;\">). You can also request the correction of incorrect data and, under certain conditions, the deletion (&#8220;right to be forgotten&#8221;). This also includes the right to restrict processing or to object.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Establish clear processes to process requests correctly and on time (usually 1 month). Define responsibilities and document everything. <\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Data life cycle:<br \/>\nStorage and secure deletion<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Data must not be stored forever and at the same time there are legal obligations to retain it.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Before you delete data, therefore, check statutory retention periods, e.g. from tax law (often 6 or 10 years for payroll documents). These have priority, but the data must be deleted once the deadline has expired. <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Systematic deletion with a concept<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Develop a written deletion concept that specifies when which data categories are deleted and how. This is often a cross-departmental task (HR, IT, legal). A good concept prevents data cemeteries and reduces risks.    <\/span><\/p>\n<p><span style=\"font-weight: 400;\">If possible, use the support of modern HR software such as Teamhero, which offers functions for managing document validity and can remind you when certificates expire or deletion deadlines are due, e.g. through automatic requests to employees for renewed documents.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Data breaches:<br \/>\nAct quickly and correctly<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Despite all caution, things can go wrong. A data breach requires quick, structured action. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Evaluate every security breach immediately: Is there likely to be a risk for those affected? If so, you must inform the supervisory authority within 72 hours if possible. Define internal reporting channels and perhaps even practise the emergency plan once so that you know what to do in an emergency.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">If there is even a high risk for those affected, you must also inform them immediately.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Conclusion:<br \/>\nSeeing data protection in the workplace as an opportunity<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">GDPR-compliant management of employee data is a sign of professionalism and appreciation. A proactive approach protects against fines and reputational damage. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Modern HR management software such as Teamhero is a valuable partner here. It helps you to manage the variety of employee data centrally and securely, clearly control access authorizations and manage documents such as contracts, certificates or consents digitally and in an audit-proof manner, including automatic reminders when they expire.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Teamhero also supports you in standardizing processes from recruitment, planning and time recording through to billing and makes it easier to meet compliance requirements such as deletion deadlines. This not only gives you legal certainty, but also valuable time for the essentials: Your employees and your core business.   <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ready for worry-free management of your employee data?<br \/>\n<\/span><a href=\"https:\/\/www.teamhero.de\/en\/get-to-know-us-for-free-2\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Get in touch now!<\/span><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This guide provides an overview and practical tips for GDPR-compliant management of employee data and gives recommendations for its implementation in day-to-day business. After all,&#8230;<\/p>\n","protected":false},"author":71,"featured_media":"<img width=\"800\" height=\"365\" src=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--800x365.png\" class=\"attachment-image-blogposts size-image-blogposts\" alt=\"\" decoding=\"async\" loading=\"lazy\" srcset=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--800x365.png 800w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--300x137.png 300w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--1024x467.png 1024w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--768x350.png 768w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--1536x701.png 1536w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--2048x934.png 2048w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--600x274.png 600w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2025\/04\/mitarbeiterdaten-dsgvo-konform--561x256.png 561w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/>","comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[596,598,595],"tags":[],"class_list":["post-64104","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-personnel-planning","category-recruiting-en","category-working-world"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>GDPR-compliant management of your employee data<\/title>\n<meta name=\"description\" content=\"How do I handle employee data in compliance with GDPR? 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