The Sunday Mail
Davison Matsvimbo
WITH the increasing prevalence of data breaches and cybersecurity threats, safeguarding sensitive information has become more critical for organisations.
This article will discuss the significance of employee data privacy and provide steps that organisations can take to ensure the security of their employees’ personal information.
One of the reasons for protecting employee data is legal compliance.
Organisations must comply with relevant data protection laws and regulations.
These are the cyber and data protection regulations.
Adhering to them is essential for protecting employee data.
One important step that needs to be taken is data minimisation.
Collect and retain only the necessary employee data required for business processes.
Avoid collecting excessive or irrelevant information that could potentially expose employees to unnecessary risks.
Secure storage is also crucial.
Adopt robust security measures to protect stored employee data.
This may include encryption, firewalls, access controls and secure servers.
Regularly update and patch software systems to mitigate vulnerabilities.
Limiting access to employee data is also essential.
Implement role-based permissions and authentication mechanisms to limit access to sensitive personal information.
Only authorised personnel should have access to it, and it should be granted on a need-to-know basis.
Educating employees is also important.
They should be aware of the importance of data privacy and why their personal information is being collected and used.
Encourage best practices such as strong passwords and being cautious with sharing personal information.
Having an incident response plan is critical.
Develop a comprehensive plan to address data breaches or security incidents promptly.
This plan should involve notifying affected individuals, investigating the breach’s cause and taking appropriate action to mitigate further risks.
If third-party vendors handle employee data, ensure they have appropriate security measures in place.
Conduct due diligence when selecting vendors and include data protection requirements in contracts.
Privacy by design is crucial when developing new systems or processes.
Privacy should be a fundamental consideration right from the start.
Data protection by design refers to the practice of creating technologies and information technology (IT) systems in a way that minimises the extent of intrusion into personal data.
For instance, an organisation has developed an IT system that restricts access to the personal data it collects to a specific group of employees, based on their roles and responsibilities within the organisation.
The IT system has incorporated data protection-enhancing technologies, which have demonstrated their effectiveness as technical measures in this domain.
Regular audits and assessments of data protection measures should be conducted to identify vulnerabilities and ensure compliance with privacy policies and regulations.
Establish clear policies regarding data retention periods and dispose of employee data securely when it is no longer needed.
By implementing these measures, organisations can prioritise and safeguard the privacy of their employee’s personal information, mitigating potential risks associated with data breaches and maintaining a culture of trust and confidentiality.
Employee data privacy is of utmost importance in Zimbabwe for several reasons.
Firstly, it is a fundamental human right, in line with international standards and conventions such as the Universal Declaration of Human Rights and the International Covenant on Civil and Political Rights, to which Zimbabwe is a signatory.
Protecting employee data ensures that workers’ personal information — such as social security numbers, medical records and bank account details — are not misused or accessed by unauthorised individuals or entities.
Secondly, safeguarding employee data is crucial in maintaining trust and confidence in the workplace.
When employees know that their personal information is protected and handled with care, they are more likely to feel secure and comfortable within their work environment.
This can contribute to better employee morale, loyalty and engagement, leading to increased productivity and improved organisational performance.
The use of the Zimbabwe Data Protection Act is crucial in ensuring compliance with applicable laws and regulations, particularly when it comes to safeguarding employee data.
Non-compliance with data protection laws can result in significant legal and financial consequences for organisations — including fines, reputational damage and loss of business opportunities.
Additionally, in an era where data breaches and cybercrimes are increasing in frequency and complexity, protecting employee data becomes even more critical.
Cybercriminals are constantly seeking ways to exploit personal information for financial gain or other nefarious purposes.
Organisations must take proactive measures to secure employee data and prevent unauthorised access, data breaches and identity theft.
Lastly, employee data privacy is vital for maintaining fair and equitable employment practices.
Access to sensitive employee data could potentially be used for discriminatory purposes, such as unequal treatment based on race, gender or age.
Protecting employee data helps to eliminate such biases, and promotes a level playing field for all employees.
In conclusion, the importance of employee data privacy in Zimbabwe cannot be overstated.
It is not only a legal and ethical obligation but it is also crucial for fostering trust, maintaining compliance, ensuring security and promoting fairness in the workplace.
Organisations should establish robust data protection policies, procedures and technologies to safeguard employee data and uphold the principles of privacy and confidentiality.
*Davison Matsvimbo is a certified data protection officer. Contact: [email protected]
