Employer and Employee

Employer

Handling personal data

What can and can’t you as an employer do with your employees’ personal data?

Do’s

  1. Ask your employees for permission to copy or scan their ID document as soon as they are hired.
  2. You are (sometimes) required by law to disclose personal data of your employees to other organizations when necessary, such as to the Tax Authority, or to social-security authorities in case of a long-term illness.
  3. If an employee of yours is involved in a criminal case, you are required
    by law to disclose his or her personal data to the authorities involved.
  4. Any copies or scans containing personal data should be kept in a secure environment.

Don’ts

  1. You are not allowed to keep your employees’ personal data indefinitely. You should keep in mind the purpose for which it is processed and the reason why such processing is necessary.
  2. Inform your employees clearly and in a timely manner that their personal data is being used and how it is used.
  3. You should either correct or remove any personal data of your employees that is no longer accurate.
  4. You are not allowed to collect any personal data without a justified interest.

Employee

Handling personal data

What can and can’t your employer do with your personal data?

Do’s

  1. Your employer may ask to copy or scan your ID for salary-administration purposes. Your consent is required.
  2. Make sure to always carry a valid ID, including at work.
  3. Your employer must keep your wage-tax declaration for a minimum of 10 years after you leave employment.
  4. You may ask your employer to either correct or remove any data of yours that is no longer accurate.

Don’ts

  1. Your employer may not disclose your personal data to other organizations unless necessary, such as to the Tax Authority for taxation purposes or to social-security authorities in case of your long-term illness.
  2. Always be critical about the use of your personal data, also by your employer.
  3. Your employer is not allowed to keep your personal data indefinitely.
  4. Your employer is not allowed to process any of your personal data at will. There must be a justified interest.