GDPR Data processing modelManagement and Monitoring of Workplace Telephony and Messaging Services

PrivateMost common processing activitiesHuman resourcesPublic

Processing of employees’ personal data for the management of telephony equipment, maintenance of the telephone fleet, internal telephone directory, internal messaging system, and the monitoring/reimbursement of private and professional telephone expenses.

Purposes (6)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Internal telephone directory management

Contract

Art. 6(1)(b) UK GDPR – performance of an employment contract (provision of telephony and email services). Necessary for employment contract.

Controlling expenses linked to professional use of telephony services

Legitimate interest

Art. 6(1)(f) UK GDPR - legitimate interests: cost control, fraud prevention.

Reimbursement of private telephone expenses by employees

Legal obligation

Art. 6(1)(c) UK GDPR - legal obligation under tax/accounting rules; see HMRC guidance.

Telephone equipment management and maintenance

Contract

Art. 6(1)(b) UK GDPR - employment contract, IT service provision.

Technical management of internal messaging system

Contract

Art. 6(1)(b) UK GDPR - contractual necessity.

Controlling expenditure on private use of telephony services

Legitimate interest

Art. 6(1)(f) UK GDPR legitimate interests: prevent misuse of company resources..

Data categories (1)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Telephone service user identity and service usage

Data details

Billing itemsrequired

Call durationrequired

Nature of callrequired

Operator calledrequired

Telephone service usedrequired

Called phone numberrequired

Email addressrequired

Servicerequired

Job function required

Line numberrequired

Name and surnamerequired

Calls made/receivedrequiredsensitive data

Data conservation rules

Active base:

Active database: 12 months from billing due date to allow reconciliation and dispute resolution.

Aligned with Ofcom guidance on telecoms billing disputes.

Intermediate archiving:

Intermediate storage: None beyond statutory accounting obligations.

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Employees

Created at:07/08/2023

Updated on:08/01/2025

Nb using:22

GDPR Data processing modelManagement and Monitoring of Workplace Telephony and Messaging Services

Purposes (6)

Data categories (1)

Telephone service user identity and service usage

Data subject (1)

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