Last updated May 2018
Privacy & GDPR: what employee data is collected by Officient?
Officient is committed to protecting the privacy of employees everywhere. That is why we designed an employee self-service that enables a new, transparent kind of relationship between employees and employers.
Your privacy rights & the Officient self-service
The Officient self-service was designed specifically to address the requirements set forth by GDPR.
  • You can use the service itself to gain access to every piece of information the company has collected about you.
  • You can also use the self-service to rectify any information about yourself
  • You can use the self-service to delete any information about yourself, as long as this information is not needed in the future (eg for payproll processing activities)
  • You can use the the self-service to disable the weekly digest email if you no longer wish to receive it

I. Overview of the Personal Data expected to be stored

Employee details
  • Name employee
  • First name employee
  • Current role
  • Team/ department

Personal information
  • Date of birth
  • Nationality
  • Gender
  • Civil state
  • Bank account number
  • Dependents Contact information
  • Work e-mail
  • Personal e-mail
  • Home address
  • Phone number
  • Emergency contact (incl. type of contact and phone number)

Wage information & Benefits
  • Type of wage (employee/ freelancer)
  • Currency of the wage
  • Country of registration
  • Start date
  • Gross rate
  • Time engagement

Cars & Assets
  • Type of car with its specifics
  • Assets of the employee with its specifics

Days off information
  • Type of days-off and overtime
  • Number of holidays/hours
  • Approvals and limits Budgets

Performance reviews
  • Quarterly performance reviews with its specifics

Custom contracts
  • Car policies

Custom fields
Customers can choose to amend the Officient data structure with free custom fields on any type of object. Personal data could be added voluntarily to the free custom fields.

Statistics and history tracking of all above
Officient provides the customer with statistics and aggregate data. For example, a gender gap can be displayed with the wage information provided in the database.

Why is this data stored?
HR software such as Officient's has to process personal data for a number of reasons:
  • We have to store a number of personal fields to support payroll calculations
  • We have to store contracts between employers and employees for a number of years
  • We have to keep personal calendars to make sure legal limits around time off can be respected.
  • Legal documents need to be stored (eg proof of identity, driver's license) by the employer
  • We enable integration with other systems via the Officient API's when requested by the customer.
  • We need to manage access to data and authorize new users that access the platform

Where will data be stored?
All data will be stored in Officient own software and databases. Personal data can also be exchanged via the integrations Officient has built, and via the API that is provided for customers.

How long will the data be stored for?
Officient shall retain the Personal Data as long as the Assignment and/or the agreement is ongoing. Once the Assignment and/or the agreement has been terminated and the period of export by the Customer has expired, Officient shall first delete the Personal Data via 'soft deletion' within fourteen (14) days after termination and subsequently, once a term of six (6) months has passed, permanently delete the Personal Data via 'hard deletion'. Notwithstanding this standard rule, Officient shall – if required – apply a shorter retention period and consequently delete the concerned Personal Data via 'soft deletion'. In any event, such 'soft deletion' shall always be followed by 'hard deletion' upon termination of the Assignment and/or agreement (as described above).