1. Data Privacy: Essentials for Payroll
Presented by: Melissa Harkcom
Director, Fitzgerald & Law
Date: October 12th (9-10:30am)

2. Agenda Introduction About me
Why is data privacy important for Payroll?
What type of data is protected?
Who is responsible for protecting data?
How should data be protected?
Use and retention of data
Upcoming changes
What happens if there is a breach?
Conclusion
Q&A

3. About me F&L Director with over 16 years’ global expansion experience
Advise companies of all sizes
Spent many years in both Silicon Valley and Europe working with high-growth tech companies in the public sector and financial services industry
Arrived in San Francisco in 2010 to help US companies ensure international success when expanding overseas
Advise on: company set-up, accounting, banking, corporate & expatriate taxes, global mobility/international assignment advice, HR, payroll & employee benefits

4. Data Privacy: Essentials for Payroll
Introduction
Data Privacy: Essentials for Payroll
This session is designed to provide the essential information that all payroll professionals in the US require when managing European payrolls.
We will look at both the current data privacy rules and the planned changes in 2018.
You will learn which data is protected, what you can do with the data and the legal rights of your employees.
This session will also guide you through how your role may be impacted and may impact other departments within your organization.

5. Why is data privacy important for Payroll?
Payroll is one of many key stakeholders that collect, use and protect Personal Data.
Other stakeholders include:
Local HR Business Partner
Recruitment Team
Global HR Team
Compensation/Benefits Manager
Local Finance Team
Global Finance Team
Treasury Manager
The Employee

6. What type of data is protected?
Determining ‘Personal Data’ and ‘Sensitive Personal Data’
Name
Address
Date of Birth
Phone Number
IP Addresses
Aggregated Data
Health Information
Religion
Sexual Orientation

7. Sources of data How and where is data collected? Internal Employees
HR teams
Managers
External
Recruiters
Insurers
3rd party payroll
Benefits providers

8. Tracking data Identify and track the data flow in your organization.
For example:
Compensation & Benefits Manager
HR at HQ
HR Local Business Partner
Team Leader
Remuneration Committee
In-House Payroll Team

9. Tracking data Identify and track the data flow for your vendors.
Outsourced Global Payroll Provider
Outsourced Global Payroll Provider:
Local Service
Benefits Broker
Identify and track the data flow for your vendors.
For example:

10. Who is responsible for protecting data?
Internal Departments
Vendors
Consultants

11. Use and retention of data
Consent from the employee (Data Subject)
How can the data be used?
3rd party vendors
Overseas offices
Managers
Remuneration committees
Who can access the data?
Diversity tracking/reporting
Employee notifications
Destruction/archiving of data
Wider uses

12. How should data be protected?
Levels of protection within your organization
3rd party vendors: RFP, management, risk assessments
Security requirements
Using technology
Using practical solutions
Data Security Team
Procedures
Internal training
External training

13. What happens if there is a breach? Implement Data Breach Process
Identify the breach and extent
Convene the Data Security team
Is the breach continuing?
External breach
Internal Breach

14. What happens if there is a breach?
If the breach has ended, identify what data was disclosed and to whom
Disclosure within set time periods
Internal notification
Prevention and fixes

15. Some BIG changes
GDPR
NIST
Privacy Shield

16. Thank You!