GDPR Data processing modelCurrent human resources management

By: Ludwig Karneth

PrivateHuman resourcesCurrent

This processing model relates to the organization of work and administrative management of personnel, career management and training as well as the provision of personnel with the necessary IT tools.

Purposes (4)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Organize work

Diary management and professional projects

Legitimate interest

Manage careers and training

Professional assessment of personnel / Management of internal professional skills / Forward-looking management of employment and skills (GPEC) / Management of professional mobility / Management of training requests and training periods completed / Organization of training sessions and evaluation of knowledge and training.

Legitimate interest

OR contractual performance

Provide staff with the necessary IT tools

Management of IT directories to define authorizations for access to applications and networks / Implementation of systems to ensure the security and smooth operation of IT applications and networks / Management of professional e-mail / Internal virtual private networks for the distribution or collection of personnel administration data (intranet)

Legitimate interest

Organize personnel administration

Managing employees' professional files / Producing statistical reports or lists of employees to meet administrative management needs / Managing internal directories and organization charts / Managing individual allocations of supplies, equipment, vehicles and payment cards / Managing professional elections / Organizing meetings of staff representative bodies.

Legitimate interest

Or legal obligation

Data categories (13)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Administrative follow-up of employee medical visits

Data details

Data conservation rules

Intermediate archiving:

5 years from the employee's departure from the organization.

Training (HR framework)

Modèle issu du référentiel RH de la CNIL (délibération n° 2019-160 du 21 novembre 2019 portant adoption d'un référentiel relatif aux traitements de données à caractère personnel mis en œuvre aux fins de gestion du personnel)

Data details

Diplomasoptional

Certificates and attestationsoptional

foreign languages practiced

optional

Follow-up of vocational training requests and training periods completedoptional

organization of training sessionsoptional

knowledge and training assessmentoptional

Data conservation rules

Active base:

Duration required to fulfill the purpose

Intermediate archiving:

5 years from the employee's departure from the organization

employee identification data

Data details

driver's license type

required

dependent children

required

Marital status

required

Family situation

required

Passport numberoptional

Personal contact information

optional

Professional contact detailsrequired

Nationalityrequired

Date and place of birthrequired

Sexerequired

Photography

optional

Employee's first and last namerequired

Data conservation rules

Active base:

duration of employment relationship

Intermediate archiving:

5 years after the employee's departure

Tools and equipment made available to the employee for professional assignments

Data details

Organigramsrequired

Intranet internal administrative formrequired

Individual email accountrequired

Address Bookrequired

Connection datarequired

computer directoryrequired

budget allocationrequired

Date of maintenance and removalrequired

Date de la dotationrequired

Nature of endowmentrequired

Equipment request managementrequired

Task distributionrequired

Object and people present at appointmentsrequired

Dates, places and times of business meetingsrequired

Formationrequired

Professional contact detailsrequired

Functionsrequired

Photography

optional

Employee's first and last namerequired

Data conservation rules

Active base:

Duration necessary to accomplish the purpose

Validation des acquis de l'expérience professionnelle

Data details

Date of decisionrequired

Validation (yes/no)required

Professional experience subject to validationrequired

Title or certificate of qualification concernedrequired

Diplômerequired

Date of validation requestrequired

Data conservation rules

Active base:

Duration required to achieve the purpose

Intermediate archiving:

5 years from employee's departure

Relations with employee representative bodies

Data details

Minutesrequired

Reportsrequired

Preparatory documentsrequired

Convocationsrequired

Data conservation rules

Active base:

Duration necessary to accomplish the purpose

Professional employee evaluation

Model taken from the CNIL's HR reference framework (deliberation no. 2019-160 of November 21, 2019 adopting a reference framework relating to the processing of personal data implemented for personnel management purposes)

Data details

Career development forecastsrequired

Comments and wishes expressed by the employeerequired

Assessment of professional skills on the basis of objective criteria with a direct and necessary link to the job heldrequired

Results obtainedrequired

Objectives assignedrequired

Employee's professional skillsrequired

Evaluator Identity

required

Dates of appraisal interviewsrequired

Data conservation rules

Active base:

Duration required to achieve the purpose

Intermediate archiving:

5 years from the employee's departure from the organization

Employee employment status data

Data details

Reconnaissance de la qualité de travailleur handicapé (RQTH)

required

Disability rate

required

Nature of employment contract

required

Accounting Sectionrequired

Hierarchical coefficientrequired

Job heldrequired

Seniorityrequired

Company entry date

required

Internal identification numberrequired

Workplacerequired

Data conservation rules

Active base:

duration of employment relationship

Intermediate archiving:

5 years after the end of the employment contract

Management of work-related accident and illness declarations, other absences

Data details

travail non repris à ce jour

required

motif de l'arrêt (accident du travail ou maladie professionnelle)

required

date de reprise

required

date of last day worked

required

date of accident or first medical determination of illness

requiredsensitive data

Occupational physician contact details

required

Data conservation rules

Active base:

Duration required to achieve the purpose

Social activities set up by the employer

Data details

Benefits and services requested and providedrequired

Revenusrequired

Identity of the employee and his/her assigns or beneficiariesrequired

Data conservation rules

Active base:

Duration necessary to accomplish the purpose

Employee career management

Data details

Disciplinary sanctions excluding those resulting from amnestied actsrequired

Employee's employment desiresrequired

Career simulationrequired

Purpose and reason for changes in the employee's employment statusrequired

Daterequired

Date and terms of recruitmentrequired

Data conservation rules

Active base:

The data necessary for personnel management are kept, in principle, for the duration of the employment relationship, unless otherwise provided by law or regulation.

Intermediate archiving:

5 years after the employee leaves the organization

Special hardship entitling employees to special leave / delegation time credit

Data details

Participation in the operational reserve or in volunteer firefighter missionsoptional

Data relating to the exercise of an elective or representative trade union mandateoptionalsensitive data

Data conservation rules

Active base:

The time of the period of subjection of the employee concerned

Intermediate archiving:

6 ans (prescription pénale pour délit)

L. 2142-1-3 du code du travail

Drawing up pay slips

Data details

Données transmises via la déclaration sociale nominativerequired

Taux de prélèvement à la sourcerequired

Frais professionnelsrequired

Leave and absences giving rise to deductible or compensable deductions, as well as any deductions legally made by the employerrequired

Eléments déterminant l'attribution d'un complément de rémunération

required

Plan and basis for calculating remuneration

required

dependent children

required

Marital status

required

Family status

required

Number assigned by social organizationsrequired

Social Security Numberrequiredsensitive data

Data conservation rules

Active base:

Payslip 1 monthElements required to calculate the base 1 monthS entry of calculated data (DSN): the time required to complete the declarationTransfer order for payment The time required to issue the payslip

Intermediate archiving:

Bulletin de salaire 5 ans / 50 ans en version dématérialiséeElements necessary for calculating the base 6 ansS saisie des données calculées (DSN) 6 ansOrdre de virement pour paiement 10 ans à compter de la clôture de l'exercice comptable

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Employees

Author:

Ludwig Karneth

Created at:07/08/2023

Updated on:11/20/2023

Nb using:9

GDPR Data processing modelCurrent human resources management

Purposes (4)

Data categories (13)

Administrative follow-up of employee medical visits

Training (HR framework)

employee identification data

Tools and equipment made available to the employee for professional assignments

Validation des acquis de l'expérience professionnelle

Relations with employee representative bodies

Professional employee evaluation

Employee employment status data

Management of work-related accident and illness declarations, other absences

Social activities set up by the employer

Employee career management

Special hardship entitling employees to special leave / delegation time credit

Drawing up pay slips

Data subject (1)

Access the full processing template