Between numbers and people: How controllers should handle personal data

HR reportings have long since become an indispensable tool. They provide valuable insights that support managers in making informed decisions, increasing efficiency and achieving corporate goals. But as valuable as these figures and statistics may be, they raise a crucial question: How do we manage not to lose humanity amidst objective data?

Sensibility is key

In areas of activity such as data analytics and controlling, it is becoming clear how sensitively employee data needs to be handled. Personnel information such as address, date of birth or length of service is sensitive, but so is data such as clock-in times, vacation times or even periods of absence due to illness. This data is recorded for various reasons, whether for payroll accounting or to analyze work processes. However, it should never be forgotten that there is a person behind every data record.

Fairness and transparency: the cornerstones of responsible HR reports

Regulations such as the DSGVO and the BetrVG set clear framework conditions for protecting the privacy of employees. A key principle here is that it must not be possible to draw conclusions about individual employees from these reports. While data analysts can, for example, analyze the level of absenteeism in a department, this data must not be broken down to individual persons. The aim here is to create transparency without jeopardizing the anonymity and protection of employees.

The fine line between benefit and humanity

A common misconception is that personnel reportings are only used to evaluate the performance of employees and to sanction them if necessary. In fact, the opposite is the case. Used correctly, these reports can help to identify weak points in the production process, for example, allowing improvements to be implemented. It is important that these evaluations are not used as the basis for a performance appraisal. Instead, they should be used as a tool to identify strengths and weaknesses in the company and find solutions.

Data protection: a matter of trust

Responsible handling of sensitive data starts with clear access restrictions. Only authorized employees may have access to HR tools to maintain data or perform payroll accounting. In addition, everyone who has access to this information must maintain strict discretion. Trust is the key here - and the company has a responsibility to maintain this trust.

Empathy and neutrality: a balancing act

In areas such as data analytics, empathy is not part of everyday working life - at least not directly. The task is to create neutral and objective analyses that serve as a basis for management decisions. However, humanity often comes into play at later stages, for example in staff appraisals where the results are discussed. A current example from the coronavirus crisis illustrates how important it is to look beyond the figures: Sales figures have fallen in many companies and sectors or have failed completely due to lockdowns. Any standard reporting would have suggested laying off employees. However, many companies have deliberately refrained from doing so because they wanted to safeguard the expertise and experience of their employees in the long term.

Raising awareness and communication

To ensure that the responsible handling of sensitive data is not just lip service, it is crucial that all employees are sensitized accordingly. This is done through training courses that regulate the handling of this data and oblige employees to adhere to these guidelines. Open communication channels, such as regular departmental or company meetings, also offer the opportunity to openly express concerns and questions.

Challenges and solutions

Over the years, many challenges arise in the processing and publication of sensitive data. In such cases, communication with the legal department and IT is essential to ensure that all legal requirements are met. It is an ongoing learning process in which protection of employees must always come first.

Thinking outside the box

To prevent HR reportings from leading to hasty or even unfair decisions, it is important to always keep the big picture in mind. Decisions should not only be based on short-term figures, but also take into account the long-term effects. After all, employees are a company’s most valuable resource.

In conclusion, it can be emphasized: Data and figures are important tools, but they should never have the last word. Behind every statistic is a human being - and that should always be kept in mind.

Digital security: How software ensures the protection of personal data

The responsible handling of personal data is a key priority for every company. Modern software solutions are indispensable as they ensure reliable compliance with data protection regulations and minimize human error. They prevent data breaches and safeguard the integrity of sensitive employee data. Through precise and objective data analysis, these tools enable informed decisions to be made without jeopardizing the anonymity and protection of employees - a challenge that is often difficult to overcome manually.

Do you want to ensure that your personnel reporting and the handling of sensitive data meet the highest security standards? QVANTUM helps you not only to meet the legal requirements, but also to implement data protection-compliant and success-oriented planning. Contact us directly and find out how QVANTUM can improve the protection of your employee data and make your planning processes more efficient. Use our Workbook for a free analysis.