Questions, answered · HR directors
How should HR handle employees' immigration data under GDPR?
Reviewed by the Settio team · Updated
Collect only what the permit needs, store it in the EU with access limited to the people on the case, keep it only as long as the law requires, and sign a data processing agreement with every tool that holds it. Passports and identity numbers deserve extra protection.
In detail
- Minimise: no copies in email threads or shared drives.
- Role-based access per case.
- Retention rules and deletion when the case ends.
- A DPA and a public subprocessor list from every vendor.
How Settio helps
Settio stores its data in the EU, encrypts identity numbers again in code, reads passports without AI and publishes its DPA and subprocessors.
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Informational only. This guide is not legal advice. Always verify requirements with official government sources before acting. Facts checked 24 October 2026. About this information