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Can I use third-party HR tools that collect personal information in Indiana? What are the requirements?

Use of Third-Party HR Tools that Collect Personal Information in Indiana

Indiana has laws that regulate the collection and use of personal information. If you are using third-party HR tools that collect personal information, you must comply with these laws.

Personal Information System

According to IC 4-1-6-2, any state agency maintaining a personal information system shall collect, maintain, and use only that personal information as is relevant and necessary to accomplish a statutory purpose of the agency. This means that if you are collecting personal information, you must have a legitimate reason for doing so.

Use of Personal Information

IC 31-18.5-7-12 states that personal information gathered or transmitted under this article may be used only for the purposes for which it was gathered or transmitted. This means that if you are collecting personal information, you can only use it for the purpose for which it was collected.

Personal Information Limited

IC 10-13-6-17 limits the personal information stored in the Indiana DNA database to data necessary to generate investigative leads and support statistical interpretation of test results. This means that if you are collecting personal information, you must limit it to what is necessary for your purposes.

Conclusion

Based on the above laws, if you are using third-party HR tools that collect personal information in Indiana, you must have a legitimate reason for doing so, limit the personal information to what is necessary for your purposes, and use the personal information only for the purpose for which it was collected.

Requirements for Using Third-Party HR Tools that Collect Personal Information in Indiana

IC 4-1-6-2 requires any state agency maintaining a personal information system to establish appropriate administrative, technical, and physical safeguards to ensure the security of the information system and to protect against any anticipated threats or hazards to their security or integrity. This means that if you are using third-party HR tools that collect personal information, you must ensure that appropriate safeguards are in place to protect the personal information.

IC 24-4-14-6 defines “personal information” as information stored in a digital format. This means that if you are using third-party HR tools that collect personal information, you must ensure that the personal information is stored securely in a digital format.

IC 10-13-6-17 limits the personal information stored in the Indiana DNA database to data necessary to generate investigative leads and support statistical interpretation of test results. This means that if you are using third-party HR tools that collect personal information, you must limit the personal information to what is necessary for your purposes.

Conclusion

Based on the above laws, if you are using third-party HR tools that collect personal information in Indiana, you must ensure that appropriate safeguards are in place to protect the personal information, store the personal information securely in a digital format, and limit the personal information to what is necessary for your purposes.

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Source(s):
Jurisdiction

Indiana