HR DATA PRIVACY COMPLIANCE CHECKLIST

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--- DATA INVENTORY & MAPPING ---
[ ] Description of Data Collected (e.g., name, address, salary)
[ ] Data Source (e.g., application form, performance review, payroll system) (Application Form, Performance Review, Payroll System, Background Check Provider, Benefits Enrollment Form)
[ ] Approximate Number of Employees Data Relates To
[ ] Date Data Was Last Updated/Reviewed
[ ] Data Storage Location (e.g., HRIS, File Server, Cloud Storage) (HRIS, File Server, Cloud Storage, Physical Filing Cabinet)
[ ] Purpose for Collecting this Data

--- LEGAL BASIS & CONSENT ---
[ ] Primary Legal Basis for Data Processing (Consent, Contractual Necessity, Legal Obligation, Legitimate Interest, Public Task)
[ ] Detailed Explanation of Legitimate Interest Assessment (if applicable)
[ ] Date of Last Consent Obtained/Updated (if applicable)
[ ] Data Subject Rights Information Provided (at initial collection) (Right to Access, Right to Rectification, Right to Erasure, Right to Restriction of Processing, Right to Data Portability, Right to Object)
[ ] Link to Privacy Notice/Policy
[ ] Method of Obtaining Consent (if applicable) (Online Form, Paper Form, Verbal Consent (documented))

--- DATA SUBJECT RIGHTS ---
[ ] Date of Data Subject Request Received
[ ] Type of Data Subject Request (Access Request, Rectification Request, Erasure Request, Restriction of Processing Request, Data Portability Request, Objection to Processing Request)
[ ] Details of Data Subject Request
[ ] Number of Data Records Involved (Estimate)
[ ] Date Response Sent to Data Subject
[ ] Summary of Response Provided to Data Subject
[ ] Resolution Status (Resolved, Pending, Rejected)
[ ] Reason for Rejection (if applicable)

--- DATA SECURITY MEASURES ---
[ ] Encryption Strength (bits)
[ ] Access Control Method (Role-Based Access Control (RBAC), Attribute-Based Access Control (ABAC), Least Privilege)
[ ] Security Software in Use (Antivirus, Firewall, Intrusion Detection System (IDS), Data Loss Prevention (DLP))
[ ] Last Security Audit Date
[ ] Data Backup Frequency (Daily, Weekly, Monthly)
[ ] Description of Data Encryption Methods

--- THIRD-PARTY VENDOR MANAGEMENT ---
[ ] Vendor Data Processing Agreement Status (Agreement in Place, Agreement Pending, No Agreement Required)
[ ] Vendor Name
[ ] Description of Services Provided
[ ] Number of Records Processed by Vendor (Estimate)
[ ] Data Categories Processed by Vendor (Name, Address, Social Security Number, Background Check Data, Compensation Data, Benefit Data)
[ ] Copy of Vendor Data Processing Agreement
[ ] Date of Last Vendor Security Assessment

--- DATA BREACH RESPONSE PLAN ---
[ ] Date of Breach Discovery
[ ] Time of Breach Discovery
[ ] Initial Description of Breach
[ ] Breach Containment Status (Contained, In Progress, Uncontained)
[ ] Estimated Number of Records Affected
[ ] Actions Taken to Contain Breach
[ ] Supporting Documentation (Logs, Screenshots)
[ ] Reporting Obligations Triggered? (Yes, No)
[ ] Notification Deadline (if applicable)

--- TRAINING AND AWARENESS ---
[ ] Topics Covered in HR Data Privacy Training? (GDPR Basics, CCPA Requirements, Data Subject Rights, Data Breach Response, Security Protocols, Company Data Privacy Policies)
[ ] Last Training Completion Date
[ ] Number of Employees Trained
[ ] Training Delivery Method (Online Module, In-Person Workshop, Hybrid)
[ ] Brief Summary of Key Training Points (Optional)
[ ] Which Departments Received Training? (HR, IT, Payroll, Legal)

--- POLICY REVIEW & UPDATES ---
[ ] Last Policy Review Date
[ ] Summary of Changes Made
[ ] Legal/Regulatory Updates Considered (GDPR, CCPA, EEOC Guidelines, State-Specific Privacy Laws, Other - Specify in Long Text)
[ ] Details of Other Legal/Regulatory Updates (if applicable)
[ ] Frequency of Policy Reviews (in months)
[ ] Next Scheduled Policy Review Date
[ ] Review Completed By (HR Manager, Legal Counsel, Compliance Officer)

--- INTERNATIONAL DATA TRANSFERS ---
[ ] Transfer Mechanism Used (Standard Contractual Clauses (SCCs), Binding Corporate Rules (BCRs), Adequacy Decision, Other (Specify))
[ ] Detailed Description of Transfer Mechanism
[ ] Jurisdiction(s) of Recipient
[ ] Risk Assessment Documentation (if applicable)
[ ] Date of Transfer Agreement Execution
[ ] Contact Person at Recipient Organization
[ ] Transfer Impact Assessment Conducted? (Yes, No)

--- RECORD KEEPING AND DOCUMENTATION ---
[ ] Last Policy Review Date
[ ] Summary of Policy Updates
[ ] Policy Documentation
[ ] Date of Last Data Breach Simulation/Test
[ ] Results of Data Breach Simulation/Test
[ ] Number of Data Subject Requests Received (Past Year)
[ ] Summary of Data Subject Request Resolutions
[ ] Method of Consent Recording (Written Consent Form, Online Consent Tool, Implied Consent)

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