In today’s workplace, data is more than numbers, it’s deeply personal. When an HR team asks you to share your data—whether it’s performance metrics, survey feedback, or even health information—the fundamental question is: Can you trust them? Here’s how an HR team can honestly earn your confidence, and your consent.
1. Start with a Clear Purpose
Imagine being asked for your commute or productivity data without knowing why. That feels off, right?
HR should always define a clear and specific purpose before collecting any data. According to SHRM, you should know exactly why the data is needed and how it will be used, and this must be explicitly communicated to SHRM.
2. Collect Only What’s Necessary (Minimisation)
Nobody likes oversharing or having sensitive data stored unnecessarily. The HR team should follow the principle of data minimisation: collect only what’s essential.
As highlighted by SHRM, collecting data from core work tools can suffice, avoiding unnecessary intrusion like monitoring webcams.
3. Be Transparent and Explicitly Ask (Consent)
Transparency builds trust but so does asking. You deserve to know what’s being collected, how it’s stored, and who sees it.
Best practice? The HR team should obtain explicit consent when handling personal data, especially for things like survey results or people analytics, not just rely on implied consent.
4. Secure It, Keep It Safe
Even the best intentions can backfire if the data isn’t secured properly.
The HR team must enforce data protection measures such as secure storage, access controls, encryption, and audit trails. This isn’t just good sense, it’s often legally required. Additionally, compliance with laws like GDPR is vital; mishandling data can lead to hefty fines and reputational damage.
5. Make It Fair and Beneficial
Data isn’t a one-way street. If HR is asking for your data, there should be something in it for you, too.
Fair use of data means it serves mutual value, for example, helping HR spot burnout trends or boost training programs that benefit employees. This reciprocity builds real trust.
Why These Practices Matter
• Consent and clarity mean you’re willingly sharing, not being monitored unknowingly
• Limited data collection reduces your exposure and discomfort
• Transparency keeps organisations accountable
• Security and compliance protect everyone’s rights and organisational reputation
• Fairness ensures your data is used to improve, not penalise, your working life
Final Thoughts
Sharing personal data with the HR team isn’t inherently good or bad, it hinges on how they ask for it, protect it, and use it. When the HR team follows the five practices; clear purpose, minimalism, consent, security, and fairness, they earn not just your data, but your trust.
