workplace privacy laws

 

Key takeaways

  • Workplace privacy laws are a set of enforceable guidelines that protect employee privacy from employer misuse.
  • According to federal law, employers can monitor emails and messages, computers and laptops, phone calls, and locations.
  • Privacy by Design can help you design a secure workplace with privacy protections installed.

 

When it comes to commercial security awareness in the workplace, there are many things to consider regarding employees’ privacy. For instance, how do you protect their data and sense of privacy in a high-control security setting? Plus, how do you adhere to workplace privacy laws while maintaining safety through strict security monitoring?

In this post, you will discover what privacy laws cover in the workplace. Then, you’ll learn how to abide by the law while keeping your employees and workplace safe. Last, we give you a rundown of what you can monitor within your company’s workplace.

In this post:

 

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What are workplace privacy laws?

Workplace privacy laws are a set of enforceable guidelines that protect employee privacy from employer misuse. These guidelines don’t assume that employers will intentionally risk employee privacy, but they do give people actionable boundaries.

These laws on privacy in the workplace expressly protect an employee’s right to privacy concerning:

  • Personal information. The Privacy Act of 1974 establishes the employee’s right to personal information. As such, employers cannot share personal information about the employee with others inside the organization or with third-party agencies under most circumstances.
  • Medical information. Most commonly known as HIPAA, this privacy act protects employees’ medical information from being released without their permission.
  • Background checks. The Fair Credit Reporting Act requires employers to obtain permission from prospective employees to conduct background checks.

 

What you can monitor in the workplace

According to federal law, these are the things you can monitor in the workplace:

 

examples of workplace monitoring

 

Emails and messages

Workplaces can monitor emails and messages on work channels, within reason. As such, demployees should use caution when they utilize work emails for private messages. Moreover, monitoring emails means that scams and phishing emails are easy to neutralize.

What’s more, employers can monitor messages between employees on work channels.

 

Computers and laptops

Work computers and laptops that a company provides are within the range of reasonable monitoring. Companies usually set up an app or service on computers lent to their employees.

As such, these applications run scans on computers to make sure there aren’t viruses and ensure computers aren’t used in ways that go against company guidelines.

 

Work phones and calls

What’s more, phone calls made on company phones are subject to monitoring, especially in sales settings. Many employers keep tabs on work calls for their own protection and for the protection of their employees.

In most cases, these calls are only monitored when it’s taking place on workplace property, or if it’s happening on a work-designated phone.

 

Locations on work devices

Many companies will give employees a phone, laptop, or — in some cases — a vehicle. As such, the location services on these devices are subject to workplace surveillance.

While some might argue about the ethics of this type of workplace monitoring, it’s still allowed in most cases unless settled otherwise.

Likewise, security cameras on premises are also permitted to surveil those coming in and out of the building — as well as movements within the location.

 

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Introducing Privacy by Design

Designing a compliant workplace security system that protects employee information while also securing the organization can be difficult to manage. That’s where Privacy by Design comes in.

PbD means that privacy is the default in all of an organization’s security protocols. As such, the protection of data is embedded in any system and shouldn’t be changed to suit a company’s needs over that of the employee.

 

What are the principles of Privacy by Design?

The principles of Privacy by Design are:

  • Proactive, not reactive. It’s advised to proactively anticipate data breaches instead of reacting to them as they happen. This will help protect your employees’ data from the start.
  • Privacy as default. Any new workplace security system design, IT service, or visitor management system should always prioritize privacy. As such, your organization should strive to minimize data collection as much as is feasible.
  • Privacy embedded. Your organization holds the responsibility of protecting the privacy of employees and customers. Thus, it’s your job to ensure that all systems, services, and applications have privacy protection embedded before using them.
  • Full functionality. If you want to use the full functionality of a service or security system, you must make sure that privacy protections are firmly established at all levels of use.
  • End-to-end security. End-to-end security means that protections during workplace monitoring are in place during the entire lifecycle of the process.
  • Visibility and transparency. What’s more, if your company engages in data practices, you’re obligated to be transparent about it and inform everyone involved.
  • Respect for privacy. Lastly, no matter the size of your organization, respect for user privacy should be at the heart of your data and security practices.

 

FAQs about privacy laws in the workplace

Here are answers to common questions about privacy laws in the workplace:

 

What is considered an invasion of privacy in the workplace?

It’s considered an invasion of privacy in the workplace when an employee feels their private information is being used or shared without a lawful reason.

This can include sharing personal information with coworkers, a third-party agency, or a social network.

 

What is the federal law for employee privacy?

Officially, the federal law regarding employee privacy is The Privacy Act of 1974. This act covers the collection, maintenance, and sharing of personal information regarding employees.

 

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Rebecca Cline

Rebecca is based in Northern Virginia and has been a writer all her life. She loves learning new things and enjoys writing everything from real estate to property management!

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