New: digitization of employee HR files

As part of ongoing efforts to digitize its processes, the Human Resources Department is working closely with the Information Systems Department to introduce paperless HR files for Institut Pasteur staff (employment contracts, addenda, bank details, etc.).

Since October 1, 2020, employee files have been stored and managed electronically via the PeopleDoc platform.

This enables us to:

• manage employee files more efficiently and quickly,

• improve the reliability and security of the recorded information.

Please note:

• PeopleDoc is already used to sign contractual documents and archive paperless payslips via the personal data vault.

• This solution guarantees regulatory compliance regarding the protection of employee personal data (GDPR).

- The processing of these data was included in the Institut Pasteur's record of processing activities after a data protection impact analysis identifying no particular risk for the rights and freedoms of the individuals concerned was approved by the Data Protection Officer.

- Staff are not required to take any action as part of this process. They may ask to access their file by emailing rgpd-RH@pasteur.fr or directly contacting the Institut Pasteur Data Protection Officer at dpo@pasteur.fr.

• The principles of confidentiality remain the same: only HR staff authorized to consult and manage employee files will have access to this platform, and the scope of their access will depend on their specific rights.

• Every new member of staff is sent a memo in their onboarding space (Talentsoft) before their arrival informing them that their HR file will be maintained on a paperless basis.

For further information, please consult the Webcampus page

If you have any questions about the GDPR, please contact the Data Protection Officer: dpo@pasteur.fr