GDPR Data processing modelExpense management

By: Ludwig Karneth

PrivateHuman resourcesPublicCurrent

This processing model relates to the tracking and management of expense reports and the reimbursement of business expenses

Purposes (2)

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

Expense tracking and management

Reimbursement made or not, receipt sent, new request...

Legitimate interest

Reimbursement of business expenses

Contract

Data categories (3)

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)

Expense management data

Data details

Justification of expensesrequired

Employee's first and last namerequired

Data conservation rules

Intermediate archiving:

Possibility of archiving data for the duration of the statute of limitations for legal actions relating to employment contracts and payment of professional expenses

Data relating to staff working hours and activities

Data details

Last name and first name of business bank card holderrequired

Travelrequired

Information about the banking transaction performedrequired

Information about trip characteristicsrequired

Professional Planningrequired

Name and surnamerequired

Data conservation rules

Active base:

Duration of employment contract

Intermediate archiving:

Possibility of archiving data for the duration of the statute of limitations for legal actions relating to employment contracts and payment of professional expenses

Personnel identification data

Data details

Attached unitoptional

Position heldrequired

Internal registration numberoptional

Name and surnamerequired

Data conservation rules

Active base:

Duration of employment contract

Intermediate archiving:

Possibility of archiving data for the duration of the statute of limitations for legal actions relating to employment contracts and payment of professional expenses

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