HR Data Security Policy

HR DATA SECURITY POLICY

Policy Purpose and Scope

Purpose: This HR Data Security Policy establishes mandatory standards for the classification, access, handling, transmission, retention, and disposal of personnel and HR-related data to protect confidentiality, integrity, and availability of HR information assets.

Scope: This policy applies to all employees, contractors, temporary staff, and third-party agents who create, access, process, or store HR data. It covers electronic and physical records maintained by human resources, payroll, benefits, recruiting, and related functions.

Effective Date:   Review Date:

Definitions

Confidential HR Data: Personnel records, Social Security numbers, payroll and compensation information, benefits enrollments, disciplinary records, medical and accommodation records, background check results, performance reviews, and any other personally identifiable information relating to employees.

Authorized User: An individual granted explicit access to HR Data in the performance of their job duties and in accordance with least-privilege principles.

Roles and Responsibilities

Human Resources is responsible for classification, retention, and disposition of HR records. Information Security is responsible for technical controls, user access provisioning, and incident response. Managers must ensure team members comply with this policy. All employees must protect HR Data and report incidents immediately.

Acceptable Use and Prohibited Activities

Authorized Users must access HR systems only for legitimate business purposes. Unauthorized access, disclosure, copying, or retention of HR Data outside approved systems is prohibited. Prohibited activities include but are not limited to: exporting HR Data to unmanaged cloud storage, sharing credentials, posting HR Data to public forums, and using personal devices without approved controls.

By checking below, the employee acknowledges understanding of acceptable use:
I acknowledge that I have read and will comply with Acceptable Use requirements.

Access Control and Authentication

Access to HR Data will be provisioned on a least-privilege basis. Role-based access reviews must occur at least annually or upon role change. Multi-factor authentication is required for all remote and administrative access to HR systems.

Approver Name:   Approval Date:

Device Security and Remote Work

Only company-managed devices or personally-owned devices that meet minimum security controls may be used to access HR Data. Devices must have up-to-date antivirus, full-disk encryption, and screen lock configured. Remote access must use company-approved VPN or secure gateway.

I will use only approved devices and will immediately report lost or compromised devices:
I agree to comply with Device Security requirements.

Data Classification, Handling and Retention

HR Data is classified as Confidential and must be stored only in approved HR systems. Confidential HR Data must be encrypted at rest and in transit. Hard copies must be stored in locked cabinets and disposed of by secure shredding per retention schedules.

Incident Reporting and Response

Any suspected or confirmed breach, loss, or unauthorized disclosure of HR Data must be reported immediately to Human Resources and Information Security. Reports must include the date/time discovered, affected data types, and actions taken to contain the event.

Training and Certification

All employees with access to HR Data must complete mandatory data security training annually and after any material policy change. Training completion is a condition of continued access to HR systems.

Training Completed: Date Completed:

Disciplinary Action and Enforcement

Noncompliance with this policy may result in disciplinary action up to and including termination of employment and civil or criminal penalties where applicable. Human Resources will determine appropriate action in consultation with Legal.

Personal Information (Employee)

Position Information

Reporting Manager:   Start Date:

Employment History (Most Recent)

Dates Employed:   Reason for Leaving:

Employment History (Prior)

Dates Employed:   Reason for Leaving:

Education

Graduation Date:

Professional References

Legal Disclosures

At-Will Employment: Employment status and relationship remain at-will unless expressly modified in a written agreement signed by authorized company representatives. Nothing in this policy alters at-will employment.

Equal Opportunity: The company is an equal opportunity employer. Decisions related to hiring, promotion, termination, and access are made without unlawful discrimination.

Authorization to Contact and Background Checks

I authorize the company to contact my previous employers, educational institutions, and references to verify information provided and to obtain background check information necessary for employment or access to HR Data systems. I understand such checks may include criminal history, employment verification, and other public records as permitted by law.

I consent to background checks and reference verification.

Applicant / Employee Certification

I certify that all information provided on this form and any attachments is true, complete, and correct to the best of my knowledge. I understand that deliberately providing false information, unauthorized disclosure of HR Data, or failure to comply with this policy may result in disciplinary action, up to and including termination.

By signing below I acknowledge receipt of the HR Data Security Policy, affirm that I have read and understand its provisions, and agree to comply with the policy and any subsequent updates.

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