We have updated our Recommendations for a Corporate Policy, based on recent events:
In this session, we walked participants through the paper and highlighted some of the recommendations.
*Unfortunately, Jan Ponnet, Dev Engineer at BNP Paribas Fortis was unable to attend at the last-minute, but has nonetheless shared his presentation with us.
Privacy in the workplace: an ever-present tension
"It’s remarkable", began Peter Van Dyck, Partner at Allen & Overy: remarkable how many attendees indicated during the introduction rounds that they hoped to learn a lot on privacy during this session. That chapter of an employee-employer agreement certainly seems to continue gaining importance.
For Peter, the first step is legitimacy: as an employer, you are allowed to gather employees’ personal data, but you must also respect the GDPR rules. The GDPR foresees a number of legal grounds for collecting data:
If you are indeed allowed to process personal data, make sure the proportionality principle is respected (see slide 5 for insights).
Once you have covered proportionality and legitimacy, you can have a look at employees’ current rights:
Employers may monitor employees, but there are important rules (slides 9 - 13 give insight on these rules and framework).
To close, Peter gave an overview of the translation of all these rules to a corporate policy - the do's and don'ts, the permitted use of IT tools, the process for an employee to exercise his rights, information on GDPR, and the sanctions if an employee breaches one of the policy rules.
Putting theory into practice – technical implementation of your mobile policy
Next up, Ulrik Van Schepdael, founder of mobco, shed light on including mobile device usage in a corporate policy. This is ever-more important, with the increase in smartphones and remote working. Clear rules and agreements are key, for employee-employer collaboration and also for managing the mobile devices in your fleet. (If you are asking yourself why a company would make the effort of managing its mobile fleet, have a look at slide 2.)
When starting a mobility project, he emphasised, clear communication is essential: reassure your employees and be transparent on what an organisation or a management tool can and cannot see: only corporate apps, no private contact files, no tracking, etc.
To wrap up, Ulrik shared some advice:
Contributing to happy employees
Mario Parys, Products & Solutions Expert at Proximus, then shared his insights on how a solid corporate policy, especially combined with collaboration, can contribute to happy employees. And even better: happy AND productive employees.
What can a company do for its employees? Mario listed: the right tools, proper connectivity and limited off-time (and the frustration that comes with it).
Mario closed by summarising:
Beltug recommendations for a solid Corporate Policy
Danielle Jacobs, General Manager at Beltug, wrapped up the event by walking us through Beltug’s updated Recommendations for a Corporate Policy. Don't see it as a template for your corporate policy, Danielle emphasises: pick the bits and pieces that fit for your own policy, including best practices, tips, examples.
Make sure, as an employer, not to base your processing of personnel data on the concept of ‘consent’, @peter_vandyck emphasises. ‘Free consent’ between an employer and his staff doesn’t exist. #CorporatePolicy #Privacy #GDPR pic.twitter.com/a1HSR4NNNM— Beltug (@Beltug) October 10, 2018
Use of #mobile devices increases, so make sure to have clear rules in your #CorporatePolicy and manage your mobile fleet. Ulrik Van Schepdael takes the floor. #MobileCommunications pic.twitter.com/uhzJZPSWZM— Beltug (@Beltug) October 10, 2018
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