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

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

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

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.

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

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

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

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

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:

Who is responsible for protecting data? Internal Departments Vendors Consultants

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

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

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

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

Some BIG changes GDPR NIST Privacy Shield

Thank You!