How to Maintain Data Privacy in PeopleSoft HCM

    PeopleSoft HCM offers robust central and strategic HR functionality. Deployed on-site or in the cloud, it is built to cater to large organizations’ complex requirements.

    Data privacy is about the proper handling of confidential and personal details about an individual. Following regulatory requirements across a wide range of regions, such as the EU (GDPR) and California (California Consumer Privacy Act), workers and applicants need to be informed of the intent and use of their personal data before asking them to give their consent to the processing of such data. In this context, PeopleSoft data security assumes great significance.

    PeopleSoft has provided features which comply with data privacy laws and allow you to:

    • Recognize personally identifiable and confidential information

    • Delete personal data of the workers and applicants

    • Receive acknowledgment and consent of the employees

    • Hide or mask personal data

    PeopleSoft HCM: The Acknowledgment Framework

    One of the crucial steps in the onboarding process for new hires is to ensure that they understand and accept the new organization’s terms and conditions. The Acknowledgment Framework is a configurable function used to obtain approval, acknowledgment, and acceptance from an employee. The system can also capture electronic signatures.

    The onboarding activity guide can also be configured to prohibit workers from taking further measures before accepting the terms and conditions and giving consent. You have the option to provide a personalized message for sensitive data, such as ethnic groups or veteran status, to notify the employee whether this information is optional or necessary.

    Data Masking in PeopleSoft HCM

    You may use the ‘Installation Table’ as a manager to mask personal data. Inside the ‘Installation Table’, choose ‘HCM Options’. For personal and sensitive information exchanged by employees, it is essential that only approved administrators access the data.

    PeopleSoft HCM offers administrator components role-level security and ensures that only approved users have access. To protect confidential data, you can mask highly sensitive fields such as the national ID, bank account number, birth date, driver’s license number, and passport number of an employee. Select the ‘Enable Masking’ checkbox on the ‘Installation Table’ to enable data masking, and choose ‘Save’. 

    Search for ‘Set Up Component Level Masking’ to mask data at the component and field group level. You can choose full or partial masking.

    Data Deletion in PeopleSoft HCM

    Data erasing or the right to be forgotten is an essential aspect of data privacy legislation. You can go to the ‘Applicant ID Delete’ page to clear employee data for a new recruit. If an applicant demands that his details be deleted, the administrator will pick the applicant to be removed and run the ‘Applicant Delete’ process.

    To allow requests to delete data for current employees who want to leave the organization, the administrator must go to the Person ID Delete page. 

    PeopleSoft HCM: Access to Sensitive or Identifiable Information 

    Go to the ‘View References’ page to know which sensitive data and identifiable fields are in PeopleSoft HCM. This page may be used to search for sensitive data and identifiable fields within PeopleSoft HCM. To limit access or export this information to Excel, you can enter additional filter criteria.

    You may use the Maintain Data Privacy Settings page to display the sample fields within PeopleSoft HCM that are provided to you. Customers are encouraged to add their own unique personal and identifiable fields to this list.


    Ensuring a high standard of data privacy and PeopleSoft data security for their applicants and employees is necessary for organizations. PeopleSoft HCM offers many tools to assist clients in ensuring adequate data privacy.

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