1. Purpose, scope, and users
The purpose of this document is to define the employee onboarding process at Resolver.
Users of this document are all Resolver employees.
2. Reference documents
- ISO/IEC 27001:2013 standard, control A.7.1
- ISO/IEC 27701:2019 standard, control 6.4.1
- EU GDPR Article 88
3. On-boarding Process
| Onboarding Conversation | HR Accountability | IT Accountability | Management Accountability | Onboarding Complete |
- The employee is initiated into HRIS.
- Employment agreement & Code of Conduct is sent via HRIS after completion of the Recruiting Process.
- Consent is obtained from the employee to process his/her personal data within HRIS and other related systems for the purposes of, among other things, payment of salary and administering benefits, etc.
- The prospective employee receives New Hire Package (government-applications, payroll, and benefits applications) via HRIS.
| HR Checklist (as below):- Update HRIS to trigger Onboarding Work Flow and assign tasks to relevant parties.
- Confirm receipt of completed documents in HRIS.
- Confirm accurate completion of New Hire Package.
- Payroll set-up.
- Benefits set-up.
- LMS set-up.
- The employee assigned security awareness training.
- The employee assigned orientation training. (including HR policies)
| IT Checklist (as below)- Issue hardware.
- Activate software as per the Software Requirements Form.
- Grant physical access.
| Management Checklist (as below)- Complete Software Requirements Form.
- Prepare desk set-up.
- Prepare internal communication.
- Prepare team-specific on-boarding & integration plan.
| - Desk and equipment orientation.
- Tour of physical space and associated Health & Safety requirements.
- Review of job description and expectations.
- Introduction to the team and relevant projects.
- The employee completes security awareness training.
- Employee completes orientation training (HR policies).
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- HRIS – Human Resources Information System.
- ATS – Applicant Tracking System.
- LMS – Learning Management System.
4. Data subject’s explicit consent
- Resolver shall explicitly identify the specific and legitimate purposes for which an employee’s personal data are processed at the time of collecting personal data.
- Resolver shall limit the collection of personal data from an employee to adequate, relevant, and limited to what is necessary for the purposes for which they are processed.
- Among other things, Resolver shall ensure that the period for which the employee’s personal data is stored is limited to a strict minimum.
- Personal data should be processed only if the purpose of the processing could not reasonably be fulfilled by other means.
- In order to ensure that personal data is not kept longer than necessary, Resolver shall establish time limits for erasure or for a periodic review.
- Resolver will take commercially reasonable steps to ensure that personal data inaccuracies are rectified or deleted.
- Resolver shall ensure that personal data be processed in a manner that ensures appropriate security and confidentiality, including preventing unauthorized access to or use of personal data and the equipment used for the processing.
5. Onboarding checklist
The updated version of the check-list is kept in Resolver’s HRIS: https://resolverco.bamboohr.com/login.php
6. Validity and document management
This document is valid as of August 2023.
The owner of this document is an HR team who must check and, if necessary, update the document at least once a year.
EFFECTIVE ON: August 2023
REVIEW CYCLE: Annual at least and as needed