With the Data Security Law of the PRC and the Personal Information Protection Law of the PRC (the PIPL) coming into effect, many companies have started to carry out compliance audit within their entities to make sure the collection, use, and processing of their employees’ personal information is compliant with the laws. This article will examine how companies can collect employees’ personal information while being legally compliant.

Common scenarios in which a company collects personal information from its employee

When enterprises conduct HR management as part of the daily business operation, they need to collect a lot of personal information from their employees. Below we introduce some common scenarios.

When hiring an employee

Candidates who apply for a job to the company or new employees who have just joined the company are usually required to fill in a written Applicant Information Registration Form or Entry Information Registration Form.

The personal information commonly collected in such forms includes:

• Basic personal information, such as height, weight, ethnicity, political status, marital status, health status, educational background, home address, contact information, ID card number, etc.
• Educational information, such as university, major, certificates, etc.
• Work experience information, such as previous employer(s), position, job duties, time, typical project, important achievements, reasons for leaving, reference, etc.
• Religion, personal interests, etc.

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