HRIS GDPR compliance and HR data privacy services
We help HR, Payroll, IT and Data Protection teams make their HR systems fully GDPR aligned with clear retention, access controls, DPIA and audit readiness across the entire people data lifecycle.
- GDPR gap analysis for HRIS and payroll data flows
- DPIA and ROPA creation for people and payroll processing
- Role based access controls for HR, managers and shared services
- Data retention schedules mapped to HR and payroll events
- Audit trails, logging and evidence packs for regulators
- Vendor and sub processor alignment for HR data privacy
Request GDPR review
Tell us your HRIS setup and we will identify priority compliance gaps.
HRIS GDPR compliance that protects people data and payroll
HRIS GDPR compliance is the structured way to prove that your HR and payroll systems collect, store, process and retain personal data lawfully. HR data privacy is not just a legal topic. It impacts employee trust, payroll accuracy, reporting, vendor contracts and M&A work. When GDPR controls are embedded into HRIS, HR can onboard, update, terminate, report and archive data with confidence. When they are not, every audit, DSAR or breach becomes slow, manual and risky.
HRIS GDPR Gap and Risk Assessment
We begin by reviewing how people data travels through your HR and payroll landscape. That includes core HR, talent, time, benefits, payroll, finance touching processes and any external portals. We identify what personal and special category data is captured, where it is stored, who can see it and where it is exported. We compare this with GDPR requirements and UK ICO guidance to highlight risks.
From this we produce a clear HRIS GDPR compliance report with priorities. It shows which processes need lawful basis clarification, which exports need encryption or removal, and which HR reports are over sharing data. This becomes your roadmap to make HR data privacy measurable and practical.
DPIA, ROPA and Data Mapping for HR
Many HR teams know they need DPIAs but do not know how to complete them in a HR system context. We prepare DPIA templates specific to HR and payroll scenarios such as new HRIS modules, external payroll providers, background checks, absence management or employee engagement tools. We also create or update your Record of Processing Activities so you can show how HR data is processed across systems.
This documentation helps Data Protection Officers and Compliance teams because it is written in simple HR language. It also helps implementation teams because every new HRIS change can be assessed against a known DPIA model. This removes bottlenecks in projects.
Retention & Data Minimisation Design
Retention is where many HRIS fall short. Historic employee records, old applicants, expired right to work documents and legacy payroll data stay in the system forever. We design retention schedules linked to lifecycle events such as applicant rejected, employee left, assignment ended or case closed. We check whether the HRIS supports automated purge or needs controlled export and delete processes.
We also rationalise fields and forms so only data with a clear purpose is collected. This supports data minimisation and reduces exposure in case of incidents. HR, Payroll and IT get a single retention policy they can implement and auditors get evidence that data is not kept longer than needed.
Access Controls, Segregation and Audit Logging
HR data privacy depends on the right people seeing the right data at the right time. We design role based access controls for HR administrators, HR business partners, line managers, Finance, payroll and auditors. We separate sensitive data such as health, disciplinary, salary or bank details. We define approval for access elevation and how to log and review it.
We also make sure audit logging is enabled in HRIS. Every change to personal data, payroll inputs or permissions must be traceable. This satisfies internal audit and reduces manual work when investigating a DSAR or incident.
Vendor, DPO and Security Alignment
Your HRIS GDPR compliance is only as strong as the weakest vendor or integration. We review vendor contracts, DPAs, sub processors and data transfer mechanisms to check they support your HR data privacy obligations.
We define which reports or exports can be shared with service providers and which must be pseudonymised or masked.
We align all of this with your DPO or legal team so HR can proceed with HRIS changes without starting from zero every time. This is useful for organisations with multiple HR and payroll platforms or where HR outsources part of the process.
Make HRIS audit ready
Share your HR and payroll system landscape and we will send a GDPR and data privacy checklist tailored for HR.
Talk to us
Discovery and data flow analysis
We gather your HRIS architecture, HR and payroll processes, integration points and current policies. Then we map how personal data and special category data moves through the systems. We identify quick fixes for HRIS GDPR compliance and longer term changes for retention, access controls, DPIA and audit.
What We Offer: - HRIS GDPR gap and risk report
- Data flow diagrams for HR and payroll
- List of high risk exports and reports
- Recommendations for access, roles and segregation
- Alignment notes for DPO and InfoSec teams
Schedule GDPR discovery
Policy, configuration and rollout support
After discovery we help you implement HR data privacy controls inside the HRIS. That includes configuring access roles, setting up retention jobs where supported, documenting DPIAs, updating admin guides and communicating change to HR and payroll teams. We also prepare audit friendly evidence packs for future inspections.
What We Offer: - DPIA, ROPA and HR specific policy templates
- Role based access control configuration guidance
- Retention and deletion schedule setup
- Audit and DSAR evidence packs for HR
- Vendor and integration privacy alignment
Talk to privacy team
Our Process
Understand context
Capture HRIS, payroll, vendors and data protection requirements for your organisation.
Assess gaps
Map data, run GDPR checks, find risks in retention, access and audit trails.
Configure controls
Implement policies, roles, DPIAs, exports and evidence so HR can operate safely.
Monitor and improve
Set review cadence, update for new modules, keep audit and DSAR ready.
Why choose Us?
We know HR systems, payroll processes and UK GDPR. Our approach is practical for real HR teams and clear for DPOs, so you can keep delivering HR services while staying compliant.
HR first
Built around onboarding, changes, payroll and leavers, not generic IT flows.
Platform neutral
Works across varied HR, payroll and talent stacks without locking to one vendor.
Audit ready
Evidence, logs and DPIAs that pass scrutiny from compliance and auditors.
Future proof
Easy to update when you add modules, entities or new people data.
Frequently asked questions
What is HRIS GDPR compliance?
HRIS GDPR compliance is the process of making sure your HR and payroll systems collect, store, process and remove personal data in line with UK GDPR. It covers DPIA, retention, access controls, audit logs and vendor arrangements linked to HR data privacy.
Why is HR data privacy different from general IT privacy?
HR data contains sensitive information including pay, health, performance and right to work. It is accessed by more people and exported more often. That is why HR data privacy needs specific controls inside the HRIS, not just network or device security.
Do we need a DPIA for every HRIS change?
Not always. But for new modules, new countries, sensitive data or new vendors you should run a DPIA. We provide HR ready DPIA templates so the process is faster and consistent.
How do we manage retention in HRIS?
We define retention rules linked to lifecycle events and configure them in the HR system if supported. Where the platform cannot delete automatically we create an operational process to export and purge with full audit.
Can you help with access controls and segregation of duties?
Yes. We design role based access so HR can work efficiently but payroll, Finance and managers only see what is relevant. We also set approval for access elevation and logging for audits.
What is the role of audit in HRIS GDPR compliance?
Audit provides proof that you actually applied the controls. We configure or document audit trails that show who accessed or changed HR data and when. This is vital if you have a DSAR or suspected breach.
How do we handle subject access requests in HR?
We define where HR data is stored, how to extract it, and how to redact non relevant information. With a mapped HRIS and good audit logs, DSAR handling becomes faster and safer.
Can this work if we use several HR and payroll systems?
Yes. We build a privacy and GDPR layer that sits across all HR and payroll platforms. The controls are process and clarity led so they apply even if you add another system later.
Do you help with vendor and sub processor checks?
Yes. We review data protection clauses, data flow, locations and sub processors. We document what each vendor is responsible for and what your organisation must do to stay compliant.
How often should we review HRIS GDPR compliance?
At least once a year, and whenever you add a new module, new country or new integration that handles people data.
Got more questions?
Feel free to reach out to us for more details & also get a free consulting session with our experts.
Contact Us
Recent Case Studies
We Offer A Wide Range Of HR Consulting Services Tailored To Your Business Needs.
Get A Free Consultation
Our team of experts respond within one business day with the next steps.