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

Using Third-Party HR Tools that Collect Personal Information in Washington

If you are considering using third-party HR tools that collect personal information in Washington, you must comply with the state’s data protection laws. The following are the requirements you need to consider:

  1. Obtain Consent: You must obtain consent from the individuals whose personal information you are collecting. The consent must be informed, specific, and freely given. [1]
  2. Protect Personal Information: You must take reasonable steps to protect the personal information you collect. This includes encrypting sensitive information that you send to third parties over public networks and encrypting sensitive information that is stored on your computer network, laptops, or portable storage devices used by your employees. [1]
  3. Limit Use and Disclosure: Your ability to use and disclose the information is limited. You can only use and disclose the information for the purpose for which it was collected, unless you obtain additional consent from the individual. [3]
  4. Comply with Privacy Act: You must comply with the Privacy Act, which requires you to take certain precautions to keep personal information confidential. Without an individual’s written consent, records about that individual maintained in a system of records cannot be disclosed. There are, however, a number of exceptions to that general rule, or conditions under which information can be disclosed without consent. [2]
  5. Follow Cybersecurity Guidelines: You must follow cybersecurity guidelines to ensure the security of your web applications and protect against potential security problems. [1][4]

It is important to note that these are general requirements, and you should consult with a legal professional to ensure that you are complying with all applicable laws and regulations.

If you need more information on this topic, please let me know.

Source(s):
Jurisdiction

Washington