Reasons for Collection of Personal Data

The HR Department frequently collects personal data through various means, for example job application form; personal particulars update forms, for processing and record keeping.

When the HR Professional is tasked to craft HR Guidelines on Data Protection, one of the important areas to include is an explanation of the main reasons for collecting data.

The data collected includes

  • Gender
  • Age
  • Marital Status
  • Health status
  • Family status, for example number of children and their age.
  • Family background, for example details of parents and siblings.
  • Religion
  • Race or Ethnic Group
  • Nationality
  • Residency
  • Personality, for example DISC
  • National service status

Some the reasons are:

  • Submission of data as required by the local government for statistical purposes.
  • Review of employee benefits programs.
  • Administration of pension schemes.
  • Administration of employee health programs.
  • Organization of employee social events.
  • Managing multi-generational programs, that programs catering to baby boomers, generation X and Y and so on.
  • Managing of manpower scheduling to cater to accommodate cultural holidays, leave to serve conscript armed forces.
  • Processing of work passes or permits.
  • Implementation of diversity programs.
  • Assessment of government imposed quota on foreign workers.
  • Administration of government initiated employee related programs, such as government paid maternity leave, national service pay.
  • Tapping of governmental funds for training and development, productivity programs.
  • Running of team building programs.

The University of Reading, United Kingdom, has published an article “Data Protection Guidelines – Collecting Personal Data” (Source:

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