HR Director
Manage employee personal information in compliance with Law 25, without adding complexity to your HR processes.
HR teams handle some of the most sensitive personal information in the organization: employment records, performance evaluations, payroll data, health information, and background check results. Law 25 sets precise obligations on how this data is collected, used, retained, and disclosed. HR teams must navigate these requirements while maintaining the efficiency of their day-to-day operations.
The challenges you know
Employee data handling policies
HR teams collect personal information at every stage of the employee lifecycle, from recruitment to separation. Without clear, documented policies on collection purposes, retention periods, and authorized access, organizations risk inconsistent practices from one manager to the next.
Training compliance tracking
Raising staff awareness of privacy obligations is a practical requirement under Law 25. HR teams must document which employees received which training, on what date, and ensure new hires are trained within a reasonable timeframe. Without a tracking tool, this documentation relies on manual spreadsheets prone to errors.
Consent management for employee personal information
Some HR data processing activities require explicit employee consent, including disclosures to third parties or uses that go beyond the original purposes of the employment relationship. Obtaining, documenting, and retaining these consents in a traceable way is challenging without a structured process.
Responding to employee access requests
Employees have the right to access the personal information the organization holds about them and to request corrections. These requests must receive a response within 30 days. Without a defined process, identifying the relevant records, compiling them, and formulating the appropriate response requires significant resources.
How Observantia helps
HR-adapted data handling guides
Observantia provides practical guides tailored to HR-specific data processing activities, covering recruitment, employee file management, communications with insurers, and secure destruction at end of employment. These guides help HR managers apply consistent practices without having to interpret the law themselves.
Privacy training tracking module
The platform allows you to record completed training by employee, generate automatic reminders for renewals, and produce coverage reports by department. The privacy officer can demonstrate at any time that the organization maintains an active awareness program.
Consent form templates
Observantia includes consent form templates tailored to common HR contexts, such as background checks, disclosures to insurers, or participation in wellness programs. Each signed form is retained in the compliance record with the date and context of use.
Access request workflow with response templates
Observantia guides HR teams through the steps of handling an access request, from receipt to response. Response letter templates that meet legal requirements are included, and each request is documented in the registry to facilitate demonstration of procedural compliance.
Tools built for you
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