Digital Emplyment - Eurpean Challenges The third annual seminar in ur Digital Emplyment series Wednesday 18 March 2015
Agenda 6.00 pm Welcme and intrductin Bring Yur Own Device - where are we nw? Finders, keepers? Recvery f data in a digital wrld The German Challenge: Dealing with Wrks Cuncils 24/7 - can an emplyee switch ff their digital technlgy? 7.00 pm Drinks and canapés
Hashtag #lswangdigitalemp
Bring Yur Own Device where are we nw?
BYOD - Advantages Emplyee satisfactin and mrale Efficiency and flexibility Cst savings Fcus n data prtectin bligatins and security measures 4
BYOD - Challenges Lss f cntrl Data prtectin bligatins Security risks Blurring f crprate and persnal identities Crprate reputatin Device supprt Restrictins in cmmercial agreements Emplyee expectatins f privacy Clear plicies and prcedures and training vital 5
BYOD UK New UK Gvernment Guidance Three main sectins: advice n assessing risks f BYOD guidance t system administratrs executive summary targeted at management Encurages businesses t cnsider legal and practical issues and risks when assessing whether BYOD apprpriate Warns csts f ensuring necessary security f data may utweigh benefits Recmmends businesses cnsider alternative wnership mdels COPE and CYOD 6
COPE Key Features Cmpany chses device and perating system Emplyee can use device fr persnal activities Clsest t Crprately Owned Business Only ( COBO ) mdel 7
CYOD Key Features Staff chse frm small pl f apprved devices/perating systems Bught and cntrlled by cmpany 8
BYOD v CYOD DEVICES BYOD CYOD Wh chses the device? Emplyee Cmpany & emplyee Wh chses the perating system? Emplyee Cmpany & emplyee Wh buys the device? Emplyee Cmpany Which device can be used? Any IT-apprved Wh supprts the device? Emplyee & IT IT Where can the device be used? Anywhere Anywhere Wh chses the service plan? Emplyee Cmpany Wh pays fr the plan? Emplyee (smetimes cmpany) Cmpany 9
CYOD Issues Chsing devices/perating systems (emplyee satisfactin?) Keeping up with changes in technlgy Sme f risks remain Mre cstly? 10
BYOD France Accrding t the French Natinal Data Cmmissin (CNIL), nly 44% f French smartphne wners say they use their smartphnes exclusively fr private purpses BYOD is increasing in France (cmpanies such as Orange allw BYOD practices), but there is n legislatin t date Issues in respect f French labur regulatins: BYOD shuld nt imply wrking at hme utside f wrking hurs (which wuld ptentially give rise t vertime and harassment issues and failure t cmply with the discnnectin bligatin fr cmpanies falling under the scpe f the SYNTEC CBA ) In France, CYOD and COPE are nt implemented yet 11
BYOD Germany Newly intrduced practice in Germany, which has develped rapidly (tday rughly 70% f all emplyees use their wn devices). Majr issues: Wh is liable in case f lss f the device? Wh is liable fr damage caused t the device? Are sanctins under emplyment law legally feasible, if the emplyee lses the device (data leak, inability t wrk, unavailability) r des nt cmply with internal BYOD rules? May an emplyer mnitr the device s cntents? Pst-cntractual bligatins f the emplyee? Data prtectin cncerns 12
Finders, keepers? Recvery f data in a digital wrld
Finders, keepers? Intrductin Increasing fcus n recvery f electrnic data n terminatin f emplyment: Electrnic data widely disseminated Increasing number f devices Recvery f emplyer s cnfidential infrmatin Legal bligatin t recver client cntract; data prtectin 14
Finders, keepers? Intrductin Preventative steps: Cntract: - Return f prperty - Deletin - Cntrlled recvery Email mnitring plicy Security sftware Exit prcesses 15
Finders, keepers? UK Curt actin: Wide discretin t rder return, nn disclsure, preservatin, deletin Basis: Cntractual Agency Prperty rights Intellectual prperty/database rights 16
Finders, keepers? UK Curt actin: Usually demnstrate sme cnfidential infrmatin Risk f disseminatin Balance f cnvenience 17
Finders, keepers? UK Curt actin Emplyee defences: whistleblwing mre general public interest Disadvantages f curt actin: cst reputatinal risk 18
Finders, keepers? France What can an emplyer d when an emplyee refuses t return cmpany r custmer data? N specific legislatin n this issue What emplyers might d in practice: Injunctins: emplyers can take injunctive actin against ex-emplyees wh refuse t return cmpany and/r custmer data Criminal cmplaint: emplyers may eventually bring a criminal cmplaint fr the theft f cmpany s gds 19
Finders, keepers? Germany What can an emplyer d when an emplyee refuses t return cmpany r custmer data? N specific legislatin n this issue What emplyers might d in practice: Injunctins: emplyers can take injunctive actin against ex-emplyees wh refuse t return cmpany and/r custmer data Refuse t pay salary, severance r ther payments until data is returned Criminal cmplaint: emplyers may eventually bring a criminal cmplaint fr the theft f cmpany s gds 20
The German Challenge: Dealing with Wrks Cuncils
The German Challenge: Dealing with Wrks Cuncils The Pwer f German Wrks Cuncils Wrks Cuncils have vast c-determinatin rights The emplyer must infrm, negtiate and agree with the Wrks Cuncil regarding numerus entrepreneurial measures, if these measures ptentially influence the emplyees and their emplyment related rights The Wrks Cuncil may demand external (technical) supprt and cnsultatin, if a matter subject t c-determinatin requires additinal knwhw C-determinatin rights in practice end in the necessity t agree n a Wrks Agreement, a by-law fr the emplyer s business with immediate effect upn the emplyment agreements 22
The German Challenge: Dealing with Wrks Cuncils The Pwer f German Wrks Cuncils Digital Emplyment Case N. 1 C-determinatin requirements exist, if the measure ptentially mnitrs the emplyees cnduct and perfrmance Therefre: BYOD/CYOD is subject t Wrks Cuncil c-determinatin, since the emplyer may mnitr the device Cnsequently: The intrductin f any IT tl ptentially is subject t cdeterminatin 23
The German Challenge: Dealing with Wrks Cuncils An Example Lync (a Micrsft Cmmunicatin Tl) What infrmatin des Lync cntain? Names and appearances Activities: Is smene available, ut f ffice, in a meeting, away, hw lng ding the respective activity? What infrmatin can be gathered? Hw lng has he individual been actively wrking, Hw lng is the break, this individual is taking, When is this individual intending t return? And if the individual has nt returned; where is she/he? Emplyees can ptentially be mnitred Therefre: C-determinatin prbable 24
The German Challenge: Dealing with Wrks Cuncils An Example InApp (a time recrding tl) What infrmatin des InApp cntain? Number f wrked hurs Activities: On what files did the individual wrk? Fr hw lng? Where and when did he/she travel? What infrmatin can be gathered? When was the individual absent, when was he/she where? Emplyees are mnitred Therefre: C-determinatin certain 25
The German Challenge: Dealing with Wrks Cuncils Updating IT Tls If riginally c-determinatin rights existed in intrductin: the Wrks Cuncils must be invlved at the implementatin f every update - perpetuatin r imprvement f mnitring abilities f the IT tl Pssibility f avidance: agree in respective wrks agreement n the tl withut determining the tl s versin r that the cnsent f the Wrks Cuncil may nt be unreasnably withheld, if the mnitring abilities f the tl remain unchanged 26
The German Challenge: Dealing with Wrks Cuncils The Pwer f German Wrks Cuncils Digital Emplyment Case N. 2 C-determinatin requirements exist, if the measure takes influence upn wrking time and the allcatin f wrking hurs Cnsequently: the intrductin f wrk frm hme ptentially is subject t c-determinatin Cnsequently: the intrductin f the use f smartphnes is subject t c-determinatin 27
The German Challenge: Dealing with Wrks Cuncils The Digital Emplyment Challenge Wrks Cuncils are majr stakehlders when it cmes t the digitalisatin f the wrk place If the Wrks Cuncil is nt included in the prcess, the Wrks Cuncil can stp the emplyer frm intrducing measures which are subject t cdeterminatin (cstly and time cnsuming, damage t reputatin) by means f an injunctin C-determinatin may disrupt the glbal intrductin f IT-tls, plicies, etc The awareness f Wrks Cuncils in all matters relevant t the digitalisatin f the wrkplace is rapidly grwing (as is the awareness f the unins in Germany) 28
The German Challenge: Dealing with Wrks Cuncils Practical Lessn: Hw t deal with German Wrks Cuncils Infrm the Wrks Cuncil diligently GET PREPARED befre yu infrm the Wrks Cuncil: Get t knw the IT-tl Get smene frm IT t accmpany yu t the meetings Get smene frm the business t accmpany yu t the meetings In yu HR department: educate a specialist in Digital Emplyment matters s that HR understands the matters and guides the discussin: Let HR becme the Digital Emplyment Champin 29
France: Dealing with Emplyees Representatives Practical lessns in dealing with emplyees representatives: In France, emplyers must cnsult the Wrks Cuncil prir t the implementatin f digital technlgy aimed at mnitring emplyees. There is n cdeterminatin legislatin like in Germany Emplyers are nt bund by the decisin f the Wrks Cuncil Emplyers must als: Register a mnitring declaratin with the CNIL Prvide their emplyees with specific infrmatin (including the identity f the data cntrller; the aim f the mnitring tl and purpses f the prcessing; and emplyees rights f access, rectificatin and bjectin) Emplyers must cnsult the Health and Safety Cmmittee if the cntemplated mnitring tl affects their health and safety 30
24/7 - Can an emplyee switch ff their digital technlgy?
Can an emplyee switch ff their digital technlgy: France Wrking time - Frm the 35-hur limit t the discnnectin bligatin Legal wrking time system: 35-hur limit per week Autnmus emplyees and executives may perfrm their duties under a flexible wrking time arrangement knwn as a day cntract scheme Emplyees wrk a set number f days thrughut the year irrespective f the number f hurs (maximum f 218 wrked days per year) The pssibility f wrking under such a scheme must be prvided fr by a natinal cllective bargaining agreement (CBA) r a cmpany agreement, in additin t being included in each emplyment cntract The French Supreme Curt has delivered a number f recent judgments n the invalidity f day cntracts, based n the prtectin f health and safety f emplyees. Such decisins have led certain trade unins t create a discnnectin bligatin 32
Can an emplyee switch ff their digital technlgy: France The discnnectin bligatin - What des it imply? The discnnectin bligatin nly applies t cmpanies falling under the scpe f the SYNTEC CBA (i.e. the CBA applicable t tech cmpanies) The discnnectin bligatin has been created t ensure that emplyees genuinely benefit frm their mandatry daily and weekly rest perids Emplyees have a mandatry daily rest perid f 11 cntinuus hurs and a mandatry weekly rest perid f 35 cntinuus hurs The discnnectin bligatin implies that emplyees discnnect frm remte cmmunicatin tls during their rest time which shuld be taken within a specific time perid set up by the emplyer. In practice, emplyers will have t display within the cmpany the beginning and end f daily and weekly time perids during which mandatry rest perids must be cmplied with 33 E.g. emplyees shall take their daily rest during a time perid frm 7pm t 7am
Can an emplyee switch ff their digital technlgy: France The discnnectin bligatin - Hw des it wrk? 1. Emplyees have t discnnect frm remte cmmunicatin tls they have been prvided with 2. Emplyers have t set up a fllw-up tl t ensure cmpliance with the emplyees minimum daily and weekly rest perids The idea is t be able t determine the effective hurs f wrk perfrmed by emplyees under a day cntract E.g. a sftware prgram which recrds wrking time, a time-clck r timecard r a declaratry system filled-in by emplyees 3. Emplyers have t ensure that emplyees can discnnect frm remte cmmunicatin tls The SYNTEC CBA des nt prvide any practical slutin Sme cmpanies will switch ff their central server during the mandatry discnnectin perid Sme cmpanies will rder emplyees t nt use remte devices (phne, cmputer, tablets) during the mandatry rest perids 34
Can an emplyee switch ff their digital technlgy: UK There are n statutry discnnectin bligatins The Wrking Time Regulatins 1998 (which implement the Eurpean Wrking Time Directive) require certain prescribed minimum perids f rest Emplyers are bliged t ensure that wrkers can take their rest perids and whilst in sme limited circumstances, wrkers can be required t wrk thrugh these perids, they must be prvided with equivalent cmpensatry rest A wrker can wrk thrugh rest a perid (fr example by checking emails in an evening) and will nt be entitled t any cmpensatry rest r have any grund fr cmplaint Claims relatively unusual in practice 35
Can an emplyee switch ff their digital technlgy: Germany Currently n laws expressly preventing wrkers frm checking business emails utside nrmal wrking hurs. Hwever: high degree f public awareness f the issue. Businesses intrduce wn regulatins: Telekm AG / Vlkswagen AG: Shut-dwn f server utside f wrking hurs Daimler AG: Out-f-ffice reply mandatry utside f wrking hurs and autmatic deletin f incming emails The issue is n the legislatr s agenda during the next three years 36
QUESTIONS? 37
Fr mre infrmatin please cntact: Can I tell yu a secret? Karine Auduze Catherine Taylr +33 1 7091 8770 +44 (0)20 7067 3588 karine.auduze@lswang.cm catherine.taylr@lswang.cm Mante Heikki Eisenlhr Melanie Lane +49 30 700 171 159 +44 (0)20 7067 3653 mante.eisenlhr@lswang.cm melanie.lane@lswang.cm
Digital Emplyment - Eurpean Challenges The third annual seminar in ur Digital Emplyment series Wednesday 18 March 2015