HR: Employee Data Management with AI Without Privacy Risks

HR's Responsibility with Data

The HR department handles some of the organization's most sensitive data: payrolls, performance evaluations, disciplinary files, medical data, family information.

The Problem of Public AIs in HR

Many HR professionals are tempted to use ChatGPT to:

• Draft internal policies
• Analyze workplace climate surveys
• Review employment contracts
• Prepare internal communications

The risk: If you include actual employee data, you're:

1. Violating GDPR (special data categories - Art. 9)
2. Breaching labor confidentiality
3. Exposing medical or union information
4. Risking million-euro fines

Safe Use Cases for HR

1. Labor Regulation Queries

With BOE Expert: "What is the legal procedure for an ERE (collective redundancy)?" "What obligations do I have in occupational risk prevention?"

Answers with references to the Workers' Statute.

2. Internal Policy Generation

With secure AI: Draft policies on:

• Remote work
• Digital disconnection
• Corporate device use
• Code of conduct

Without exposing specific employee data.

3. Trend Analysis (Anonymized)

Safe example: "Analyze this anonymous satisfaction survey and give me insights"

UNSAFE example: "Analyze why John Doe has low performance according to his evaluations"

4. HR Knowledge Base

With private expert:

• Internal procedure documents
• Contract templates (without personal data)
• Corporate policies
• Onboarding guides

New HR members access knowledge without needing to ask.

Specially Protected Data in HR

GDPR Art. 9 - Special categories:

• Racial or ethnic origin
• Political opinions
• Religious beliefs
• Union membership
• Genetic or biometric data
• Health data
• Data on sexual life or orientation

NEVER use this data with public AIs!

HR Department Compliance

Legal obligations:

• Impact Assessment (Art. 35 GDPR) for high-risk processing
• Record of processing activities
• Transparent information to employees
• Enhanced security measures

helps you comply:

• ✅ No international data transfers
• ✅ Processing on EU servers or 100% local
• ✅ No training with your data
• ✅ Complete audit trail

Real Case

Tech Company 200 employees

"We used to send queries about collective agreements by copying fragments to ChatGPT. Now we use 's Labor Expert. Zero risk, same efficiency."

Checklist: Is It Safe for HR?

Before using AI with employee documents:

• Have I anonymized all personal data?
• Is it strictly necessary to use AI for this?
• Does the provider comply with GDPR?
• Is there a signed DPA?
• Can I explain to an employee how I use their data?

If you doubt any, consult with your DPO.

First Steps

1. Use public experts for regulations: BOE, labor, risk prevention
2. Create general policies without personal data
3. Index internal procedures in private expert
4. Train team in safe AI use

AI can revolutionize HR, but employee privacy is non-negotiable.

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Does your HR department want to use AI securely? Let's talk