If you are a client or a subscriber to our newsletter you will have received an email this morning inviting you to resubscribe to our newsletter. Along with all businesses in the UK we are completing an internal audit to ensure we are data protection compliant under the new General Data Protection Rules which come into force on the 25th May 2018.
You can find a 12 point guide on the Information Commission Office Website by clicking HERE.
In today’s blog we will focus on the changes being introduced to Subject Access Requests.
Did you know that your employees (or anyone else you hold personal information on) can make a formal request to receive copies of all communication that relates to them. That includes the obvious stuff like their personnel file, letters or performance reviews but can also include any correspondence about them in which they can be identified such as emails and notes.
Although SAR requests have been possible for a number of years they are not very widely known about however with the new legislation it is possible that they will come into the forefront and you may receive such requests. Currently you have 40 days in which to respond to such a request however under the new guidelines this will reduce to just one month.
Here are some tips on how to be ready should you receive a SAR request – and they make good sense anyway!
- Always keep good records, ensure that any documents are legible and stored correctly.
- Be transparent, wherever possible offer your employee a copy of any documents so they can keep their own records, most SAR requests arise when the employee thinks their employer is hiding something.
- Be prepared to share every document or note that is about an employee, never write anything inappropriate that you wouldn’t want the employee to see.
- Stick to facts, when recording events or scenarios only document what actually happened not opinions or judgement about it.
You must ensure that your employee handbook and policies are updated to reflect the forthcoming changes, if you are a client of ours you do not need to worry we already have this in hand. If you are not a client its a great opportunity to refresh your handbook and we would be delighted to help you. To arrange a no obligation conversation call us on 01325 288299 or email [email protected]