Chapter Five: What To Do If An Employee Raises A Privacy Complaint

The First Step To Take When Receiving A Privacy Complaint

When you receive an employee privacy complaint, your first step should be to acknowledge the complaint and assure your employee that their complaint will be taken seriously. You should then conduct a prompt, thorough, and unbiased investigation to determine the validity of the complaint and identify any potential privacy violations.

It’s important to handle privacy complaints promptly and professionally to maintain trust and protect your company’s reputation.

Investigating Privacy Complaints To Protect Both Parties

The safest way to conduct an investigation is to make sure it is prompt, thorough, and unbiased. If you conduct the investigation in-house (as opposed to hiring a neutral third party, which may be expensive), you should follow a clear investigation process.

This process should include gathering evidence, interviewing relevant parties, and documenting your findings. It’s important to maintain confidentiality throughout the investigation and ensure that both the complainant and the accused are treated with respect and fairness.

The Risks Of Mishandling Or Ignoring Privacy Complaints

You should never ignore or minimize a privacy complaint. This can lead to significant risks for you, including lawsuits, penalties, and harm to your company’s reputation. Employees who feel their privacy concerns are not being taken seriously may experience decreased morale, lower productivity, and may post about their experiences and concerns on social media.

To mitigate these risks, you should have clear procedures for handling privacy complaints and ensure that complaints are addressed promptly and professionally each time.

Communicating With Employees About The Resolution Process

Finally, you should communicate with your employees about the resolution process clearly and transparently. This will include providing regular updates on the status of the investigation, explaining the steps that will be taken to address the complaint, and informing your employee of the final outcome.