[Personal Information Protection Training] HR Manager Operation Checklist

Personal information protection training is a mandatory practical task that HR must review to safely manage employee information, counseling records, and training completion data. The HR department routinely handles sensitive information such as job applications, employment contracts, salary information, health-related documents, grievance counseling records, and training completion history.

Why Personal Information Protection Training Is Not "Security Team Training"

The Personal Information Protection Act stipulates that necessary measures must be taken to ensure the safety of personal information so that it is not lost, stolen, leaked, forged, altered, or damaged. These safety measures include internal management plans, access control management, and the retention of access logs (Article 29 of the Personal Information Protection Act; Article 30 of the Enforcement Decree of the same Act).

HR managers, rather than memorizing legal provisions What personal information is stored where in our organization, who accesses it, and when it is destroyed It is important to organize it according to education and operational standards.

Personal information protection training is not solely the responsibility of the security team. Considering the types and sensitivity of the information handled by HR, it should be viewed as fundamental training for HR operations.

Items HR checks in personal information protection training

Confirmation items	HR Practice Standards	Points to note
Types of personal information	HR information, payroll information, consultation records, training completion information	Classified by collection purpose
Access permissions	Separation of authority for person in charge, approver, and administrator	Prohibition of all employees from viewing
Storage period	Distinction between statutory storage and internal standards	Prevention of unnecessary long-term storage
Externally provided	Scope of provision by outsourcing companies, educational institutions, and EAP providers	Confirmation of purpose and consent criteria
Destruction criteria	Procedures for the Destruction of Resigned Employees, Applicants, and Training Materials	Destruction history management

Why Personal Information Protection Training Is Linked to HR Risks

HR operations involve the processing of a large volume of personal information. Particularly in sensitive situations, such as grievance counseling, workplace harassment reports, and inquiries regarding EAP services, personal information risks and organizational risks can arise simultaneously.

Member trust may decline if consultation records are accessible to multiple staff members, if training completion status is unnecessarily shared with administrators, or if EAP usage is exposed on an individual basis. Personal information protection training serves as an operational foundation to prevent such situations in advance.

The same principles apply to EAP operations. If employees worry that the company might learn the details of their counseling sessions, it is difficult for them to utilize the system. HR must provide clear guidance on the principle that EAP counseling content is not shared on an individual basis, while clearly distinguishing the scope of anonymous and aggregated reports that the company can access.

Checklist to check right now

I organized the list of personal information processed by HR.
Separated counseling records from general personnel records.
Minimized access rights holders.
I checked the scope of services provided by external contractors.
Standards for storing education completion information have been established.
We reviewed the standards for the destruction of information on former employees and applicants.
The principle of non-disclosure of EAP counseling content was reflected in the employee notice.
We established a reporting line for personal information leaks.

Frequently Asked Questions

Q1. Is it only HR who needs to take the personal information protection training?

No. Members who handle personal information may require training and guidance depending on their scope of work. HR, in particular, handles a large amount of employee information, so separate practical standards are required.

Q2. Is using EAP also considered personal information?

The decision to use EAP must be handled with caution, as it can be linked to an individual's sensitive circumstances. It is important to clearly communicate the principle that the content of individual counseling sessions is not shared with the company.

Q3. How long should counseling records be kept?

Retention periods may vary depending on the nature of the records, internal regulations, and legal requirements. It is advisable to avoid unnecessary long-term storage and to establish retention standards for specific purposes in advance.

Personal information protection training is the starting point of HR trust management.

To ensure employees trust and utilize the system, everything from counseling records and training completion information to EAP usage guidelines must be securely designed. If you are curious about practical response strategies you can refer to, please check below.

👉 Inquire about HR Personal Information Management →

This content is for general informational purposes only; for specific matters, we recommend consulting with experts in personal information protection, labor relations, or EAP.
Note: Article 29 of the Personal Information Protection Act (Duty to Take Safety Measures), Article 30 of the Enforcement Decree of the same Act (Measures to Ensure Safety)

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