Indispensable in many areas and at the same time the starting point for numerous data protection issues: the duty roster. Its stated purpose is workforce planning. Employees should know when and where they are expected to perform their work. Handling duty rosters presents various data protection pitfalls. We will address these in this and subsequent articles what can it contain.
When creating a roster, personal employee data is undoubtedly used. The legal basis for data processing is, in principle, Section 26 of the German Federal Data Protection Act (BDSG). According to this law, employee data may be processed in connection with a roster if the data is necessary for this data processing. The necessity must be assessed for each individual date to be included in the roster.
What must be included in the roster? what can it contain
It’s undisputed that the roster should include the employee’s name or initials, as well as information about the start and end times of their shift. Otherwise, new zealand business fax list it would be unclear who is working when. If clearly defined designations are used for certain shift periods (e.g., Early 1, Late 2), and the working hours are clear to everyone involved, these designations can also be used.
So far so good.
But what about absences?
On the one hand, it would be conceivable for the field in the roster to remain blank for the absence period. This would then clearly indicate that no shift assignment is assigned – employees are not present. However, what are tips for opt-in permission marketing? it could also mean that the employees are not assigned to work, but are assigned other tasks at the on-site location and are therefore available. To create clarity here, it is advisable to communicate an absence on the roster.
But how?
Humans are naturally curious and eager to learn, and they generally want to know why colleagues aren’t at work. Therefore, albania business directory it’s certainly a good idea to differentiate between the reasons for absence:
Such information on duty rosters is inadmissible . It lacks the necessary requirement within the meaning of Section 26 of the Federal Data Protection Act (BDSG). The reason a colleague is absent is irrelevant for further planning. Their absence means that planning must be done without them. Therefore, if a letter must be included in the duty roster, the “A” should be used for “absent” (this is also the conclusion of the LfDI Ba-Wü, see for its employee data protection guide ).