Workplace Privacy: 6 Ways to Protect Your Employees’ Privacy

Employers can access, control, and monitor some of their employees’ information, communication, and activities when using company equipment. This is done to perform background checks, examine productivity, monitor attendance, prevent unauthorized access, and spot a breach of contract sooner, among other reasons. Despite these benefits, you should be careful when keeping tabs on your employees, lest you undermine their trust or face potential lawsuits.

For this reason, you need to discover how you can protect your employees’ privacy while obtaining vital data.

Here are practical ways to consider:

Create a clear privacy policy

You should have a privacy policy in place, stating how your company will collect, use, and process data from employees. It should be clear and easy to understand. When employees know this policy, they can make the right calls when using company devices.  

If you work with third parties, for example, background screening or employee survey companies, such information should be included in your privacy policy. The policy should also state how the company will keep data confidential and the procedures that will be employed in the event of a data breach.

This legal statement should be provided to an employee during the hiring process, so they can decide if they can abide by them or not.

Keep employee information private

It’s vital to keep the information you collect from your employees confidential. This includes social security numbers, home addresses, payment info, medical details, and any data you obtain. Furthermore, when performing drug tests, according to the company’s drug screening policy, don’t release the results in the public.

Always shred any document you no longer need that contains employees’ vital data. Further, delete out-of-date information and update files accordingly. When employees can trust you with their personal data, they will be willing to provide it when needed.

Gather relevant data when necessary

Collecting data in your workplace may be necessary when you want to introduce a new work policy, understand company shortcomings, employ career growth opportunities, or implement work/life balance strategies. Avoid gathering excessive details from employees now and then.

In fact, before asking for new details, review existing documents. Only ask for additional details when you can’t find an employee’s details from such documentation. Ensure that your employee knows why they need to provide more details and how you plan to establish confidentiality.

Avoid actions that can be considered too Invasive

Once you gather employee data, only use it for the intended purpose. Avoid actions that can be deemed too invasive. For example, when listening to calls, avoid accessing voicemails. It may also be considered too invasive to monitor an employee via a webcam. Besides, don’t use video surveillance in private areas like bathrooms and changing rooms.

Track company vehicles only

GPS tracking has proved to be effective for businesses. It reduces fuel consumption, as employers can discover the shortest routes or low-traffic roads.

Moreover, advanced GPS tracking improves driver safety and efficiency. This is because they can record aspects like driving speed, braking behavior, and departure and arrival times.

Nonetheless, it should only be used on employer-owned vehicles. And employee(s) should be informed of the monitoring. You should not use GPS tracking on employees’ personal cars. If an employee is running a business errand with their vehicle, you can call for updates.

Encourage employees to protect their data

Your employees also need to play a part in protecting their privacy. Encourage them to observe simple safety steps. This includes using strong and different passwords, setting up two-factor authentication, not clicking suspicious links, locking screens when they leave their desks, and not accessing any data they would not want to be monitored using company equipment. In addition, employees need to undergo cybersecurity training periodically.

Workplace privacy is a highly debatable subject – Is it ethical for employers to monitor employees? With the above-discussed solutions, you can collect data and monitor your employees without infringing on their privacy rights, protecting you from legal issues.      

This article is for general information purposes. It helps you know you have options. Hence, you should get legal help. The information provided is not legal advice.