Summary:
This policy is to ensure the secure and confidential handling of personally identifiable information (PII) within the UKG Ready system. This policy mandates that all PayNW employees adhere to the practice of sending PII exclusively through the designated "Feedback" feature within UKGReady. By doing so, we aim to protect the privacy and security of sensitive personal information on behalf of our clients.
Scope:
This policy applies to all individuals, including employees, contractors, and authorized users, who may interact with clients in a way that requires handling of confidential information.
Policy Details:
a) PII Transmission via "Feedback": All PII must be transmitted solely through the "Feedback" feature within the UKG Ready system. PII includes, but is not limited to, the following information: names, addresses, social security numbers, employee IDs, financial details, health information, and any other personally identifiable data. Under no circumstances should PII be transmitted through email, instant messaging, or any other communication channels external to the UKG Ready system.
b) Secure Handling of PII: Users must exercise caution and take necessary precautions when entering PII into the "Feedback" feature, ensuring that information is accurate and relevant to the intended purpose. Users should never include unnecessary or excessive PII in their feedback submissions.PII should only be shared with authorized individuals who have a legitimate need to access such information.
c) Training and Awareness: The organization will provide appropriate training and awareness programs to employees and authorized users on the importance of handling PII securely and the specific procedures for utilizing the "Feedback" feature. Employees and authorized users are responsible for familiarizing themselves with this policy and complying with its requirements.
Non-Compliance:
Non-compliance with this policy may result in disciplinary action, up to and including termination of employment or contract.
Policy Review:
This policy will be reviewed periodically to ensure its effectiveness and relevance. Changes may be made as necessary and communicated to all relevant stakeholders.