Recently, on May 25, 2018, the EU’s General Data Protection Regulation (GDPR) took effect, changing the way how international organizations operate in regards to data security for customers in the EU. CommonOffice has worked extensively with our clients to provide all the necessary resources in order to meet their GDPR requirements.

What is the GDPR?

The GDPR is a new policy that sets new standards for collecting and protecting personal information of citizens in the EU. Organizations that do business with any entities in the EU will be required to comply with the GDPR by updating their policies and processes in data management and security.

CommonOffice’s Responsibilities

Working with our clients who have a presence in the EU, CommonOffice is responsible for being a data processor, with an obligation to process and protect personal data on behalf of the client. Whereas the clients are the data controllers that determines the purposes and conditions for processing personal data. Referencing the GDPR FAQ, the relationship between a data controller and a data processor is as follows, “a controller is the entity that determines the purposes, conditions and means of the processing of personal data, while the processor is an entity which processes personal data on behalf of the controller.”

As per the GDPR, CommonOffice has a responsibility as a data processor to be transparent on our steps to adhere to the new regulations and meet the requirements of our clients as data controllers. Below are some highlights on how CommonOffice provides its roles as the data processor.

CommonOffice the Data Processor.

CommonOffice retains its compliance with client employee data and its protection as per the GDPR. CommonOffice commits that data put in our care by EU data subject is:

- The sole property of the client
- Able to be deleted and managed by the client
- Always protected and backed up with necessary safeguards

CommonOffice does not retain personal information unless otherwise stated by the data controller. All employee data in the client’s CommonOffice system will not be altered or distributed by CommonOffice.

CommonOffice is invested in the following:
- Continuous improvements to our security infrastructure
- Data breach notification procedures
- Annual penetration testing
- Training all employees of CommonOffice on GDPR
- Maintenance of high standards for data compliance
- Data portability and data management

CommonOffice’s Relationship to the Data Controller..

As per CommonOffice’s HR software, all data from the data controller will remain as the sole property of our clients and will solely be used for the benefit of the data controller to utilize their CommonOffice HR applications. For our data controllers, CommonOffice maintains the following obligations:

Data Removal: As stated in the GDPR and complying with the Right to be Forgotten, with the immediate request from the data controller, CommonOffice will immediately remove all personal data of users specified by our clients.

Accessing: As per CommonOffice’s HR applications, data controllers will always maintain their accessing rights to their own personal data and the ability to run reports to see their own records, maintaining the features and functionalities that CommonOffice has executed for the client.

Maintaining: All personal data stored in CommonOffice HR applications will never be altered, unless otherwise specified by the data controller solely for the strict usability of their applications. CommonOffice has an obligation to provide the data controller information regarding any logs for any historical changes made by the data controller or by CommonOffice from the sole specification by the data controller, when requested by the client.

CommonOffice maintains the highest standards when it comes to data security and take all compliance seriously. CommonOffice maintains its obligations to continuously work with our clients to meet their standards and provide them with all the resources in order to comply with the GDPR, and continue to provide affordable and reliable HR software for everyone.

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