The latest sales targets, the introduction of new employees or a humorous report on company Christmas – many companies have an internal communication system through which they inform employees about news and developments in the company. In large companies, this task is often taken over by a dedicated communications department, which ensures uniform communication, which, according to studies, has a positive effect on the efficiency of the company and promotes the satisfaction of the staff.
Data protection must also be observed in the work context
From a legal perspective, however, caution is advised. Because internal newsletters and information letters often contain personal data. The term refers to all data that relates to a specific individual. The mention of names, photos, functions or anniversaries can therefore be relevant under data protection law. Companies must ensure that such information is only published with the consent of the persons concerned and is shared exclusively within the intended framework. In addition, care must be taken to ensure that no sensitive data - for example, regarding illness, performance or ongoing personnel procedures - is disseminated via internal communication channels. The principle of purpose limitation also applies: data that was originally collected for administrative purposes may not be used for communication purposes without further ado.
Particular caution is required when communicating about personnel law issues. Not only are data protection breaches a threat, but also conflicts with employment law obligations such as the duty of care and confidentiality. Information about disciplinary proceedings, terminations or internal conflicts generally do not belong in circular emails or team updates. Instead, such topics should be addressed individually, confidentially and with a clear distinction between the interest in information and personality rights. Managers and communications officers are therefore well advised to define corresponding guidelines and conduct regular training to promote sensitivity in dealing with personal data.
Clear rules and trained employees
Effective internal communication is crucial for corporate success: it strengthens cohesion, promotes transparency, and often has a positive impact on corporate culture. At the same time, however, it demands a high level of responsibility in handling personal data and personnel-related information. Where communication meets data protection, clear rules, trained employees, and an awareness that not every piece of information is intended for the entire workforce are needed.
This article also appeared on the website of the Baselland Chamber of Commerce.
