Handling of protected employee information in HRM
This article contains information about how Flex HRM supports the handling of employees with protected employee information.
Protected employee information
Handling protected employee information is an extremely important area. At Flex Applications, we know that this demands clear and secure processes, both within the system and with you as the employer.
We base our approach on the Swedish Tax Agency's three levels of protection when discussing protected employee information. Below, we describe how HRM supports handling these.
Protected Population Register data (Supported in HRM)
This is the most common level of protection. It means that the employee is registered at a different city from where they actually live.
Our support
The system stores the address details you as the employer enter in the employee card.
For an employee with protected personal registration simply register the protected address (often a P.O. Box address from the Tax Agency). The information is available to authorised users according to your set routines.
New identity details (Supported in HRM)
This is the highest level of protection. It means the employee has been given a completely new identity, with both a new name and a new National ID number.
Our support
Because the person has a completely new and valid identity, you register them as a new employee in the system with the new employee information. From the system’s perspective, this is a unique individual who does not require any special handling.
Confidentiality marking (Not supported by a specific function in HRM)
A confidentiality marking is a warning signal in the Tax Agency's register. It means that a special confidentiality check must be performed before information about the person may be disclosed. The person keeps their real name and National ID number.
Our recommendation and system limitation
Flex HRM does not currently have a specific, built-in system feature to automatically manage or flag a confidentiality marking.
Such a marking places extremely high demands on restricting access to information. This applies not just to the employee register, but to all parts of an integrated HRM system (such as time reports, travel expense claims, payslips, and scheduling).
Trying to create your own solutions for this in the system, such as by manually limiting authorisations, is risky and can lead to information being exposed by mistake. Our current authorisation structure is designed to be flexible for different roles, but not for the strict and absolute isolation that a confidentiality marking requires.
As an employer, you need to have internal routines for how you will process these people.
Important general advice
All employee information, especially for people under some form of protection, must be handled with the highest level of caution.
We generally recommend that you are restrictive with which employees have access to employee information in Flex HRM. Also, review your authorisation settings regularly.
Regardless of the protection level, there is a significant responsibility on you as the employer to have strict internal routines.
Please note: This article is AI-translated. This means that linguistic errors or misunderstandings may occur.