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Data Privacy Day - Navigating a Fine Balance

Data Privacy Day - Navigating a Fine Balance by Anitha Sarathy, Head of People & Culture, Encora India, saying it is important to protect data privacy

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In the lead-up to Data Privacy Day, celebrated annually on January 28, it is important to address the balance that needs to be struck between protecting data privacy while conducting employee monitoring to ensure ethical compliance and yet also reasonable alignment with organisational goals.

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In today's digital era, data generation is an intrinsic part of the everyday work environment. Employees actively contribute to this data ecosystem through their use of emails, company devices and where relevant and required, their biometric information.

Knowing When to Monitor and How Much

Although not novel, or recent, employee monitoring has understandably evolved with technology, shifting from rudimentary, mainly manual checks in the form of sign-ins on-premises, to now include vastly more complex, virtual and tech-enabled modes. This encompasses among other things, email surveillance, internet usage tracking and location monitoring. According to a recent estimate, up to 60% of companies now use employee monitoring software while the demand for end-to-end solutions with features like screen monitoring, keystrokes logging and GPS tracking has increased. The challenge for leaders now is to clearly delineate the boundary between necessary oversight and encroachment on privacy.

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This requires an approach that respects legal frameworks like the GDPR and CCPA, while also embracing and advancing ethical considerations. Transparency in this context is fundamental and paramount; employees must always be aware and duly informed about the monitoring practices their organisations follow and their specific rationale.

Underscoring Data Collection with Clarity

Parallelly, when companies undertake data collection they should be driven by clear objectives – whether the aim is to enhance productivity, ensure security, or support legitimate business interests. Senior leadership must invest time in thinking about how to adopt innovative approaches to collect, use and store this data so that it aligns with both data security requirements and organisational needs. In this context, implementing cutting-edge data protection measures will prove to be essential to both prevent breaches and maintain integrity. It is estimated that this year, up to more than half of all large organisations will deploy at least one privacy-enhancing computation (PEC) technique. This is a move in the right direction. Regular audits and updates to security protocols will in the coming months become pivotal components of a robust and balanced enterprise data strategy.

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Empowering Employees by Underlining Rights and Duties

This brings us to the one “element” that sits at the core of all organisations - its employees. In the context of fostering data privacy in the modern workplace, it is crucial to empower employees by striking a delicate balance between their rights to data safety and organisational responsibilities. To fulfil this, leaders should foster a culture of continuous learning and open dialogue. When businesses conduct regular and continuous training on data privacy rights and responsibilities, employees will feel better equipped to navigate workplace monitoring complexities.

It is important to note that in an AI-world, a growing percentage of employees regularly post company data into AI tools like ChatGPT, highlighting the need to provide them with clear guidelines and continuous mentoring and education on how to advance work objectives while protecting organisational privacy. Providing employees with secure platforms to share concerns or seek clarification will go a long way in strengthening mutual trust and collaboration.

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Making Data Privacy Policies Transparent

There is no doubt that effective data privacy management is dependent on leadership providing employees with clear, transparent policies. These policies should be able to articulate the precise scope of data collection and the nature of monitoring practices and outline employee rights. Further, leaders must ensure these policies are accessible and understandable, facilitating comprehension and compliance across all organisational levels. Given the rapid pace of change underway with technological advancements and regulatory requirements, regular reviews and updates will be both necessary and useful. This year, organisations are expected to focus on compliance with stringent data privacy laws as a priority. The development will help businesses demonstrate their commitment to protecting their employee’s data privacy even as workplace monitoring continues apace.

It will also help encourage employees to be more involved in policy development. This in turn will enhance employee buy-in and more smoothly align company interests with employee rights. By creating a secure work environment where employees feel seen and heard, irrespective of monitoring, organisations can foster a culture of mutual respect and trust.

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Charting a Path for the Future

As we reflect on this important topic on the annual Data Privacy Day, it is important to remind ourselves of the need to correctly balance employee monitoring with data privacy. Leaders must navigate this landscape with thoughtfulness and precision, respecting the fine line between oversight and intrusion. Through ethical practices, transparency and innovative policies, organisations can safeguard both their interests and the privacy rights of their employees.

In a digital world where AI is creating new ways to generate, consume and share data, the onus is on both employers and employees to cultivate a respectful and secure workplace. By emphasising transparency, collaboration and continuous learning, businesses everywhere can successfully navigate the complexities of data privacy, fostering an environment of empowerment and strategic alignment.

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--By Anitha Sarathy, Head of People & Culture, Encora India

Read more from Archana Verma

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