4 min. read
How To Build Trust When Collecting DEI Data
A Beginner’s Guide
The Importance of DEI Data
Collecting DEI data is an essential step in understanding the current state of diversity within an organisation and identifying areas for improvement.
However, the process of collecting and using this data must be handled with care to build and maintain trust among employees.
Data collection is a powerful tool for promoting inclusivity within an industry. It provides a clear picture of the existing diversity landscape, helping companies to identify gaps and implement targeted initiatives to address them. By understanding where we stand, we can set measurable goals and track progress over time, ensuring that DEI efforts are effective and impactful.
However, the responsibility that comes with handling such sensitive data cannot be overstated. Misuse or mishandling of DEI data can lead to distrust, legal ramifications, and harm to the very individuals these initiatives aim to support.
Legal Framework for DEI Data Collection in the EU
In the European Union, the collection and processing of DEI data are governed by strict regulations to protect individuals’ privacy. Under the General Data Protection Regulation (GDPR), DEI data is considered special category data, which includes information about racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, and data concerning a person’s sex life or sexual orientation.
Collecting this data is generally prohibited unless specific conditions are met, such as obtaining explicit consent from the data subject, or if the processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or the data subject in the field of employment and social security and social protection law.
Pitfalls to Watch Out For
1. Lack of Transparency: Employees need to understand why DEI data is being collected, how it will be used, and who will have access to it. Without clear communication, employees may feel suspicious or uneasy about providing this information.
2. Insufficient Anonymisation: If DEI data is not properly anonymised, there is a risk of identifying individuals, which can lead to discrimination or stigma.
3. Poor Data Security: Sensitive data must be protected with robust security measures to prevent breaches that could compromise employee privacy.
4. Tokenism: Simply collecting DEI data without taking meaningful action can lead to accusations of tokenism, where efforts are perceived as superficial or insincere.
Building Trust in DEI Data Collection
Building trust is crucial for the successful collection and use of DEI data. Here are some strategies to ensure that this process is carried out ethically and effectively:
Clear Communication: Explain the purpose of collecting DEI data and how it will benefit the organisation and its employees. For example, you might communicate that the data will be used to identify areas where the company can improve its diversity and inclusion efforts.
Obtaining Explicit Consent: Ensure that employees are fully informed and provide explicit consent before their data is collected. This can be achieved through detailed consent forms that outline how the data will be used and stored.
Anonymisation and Aggregation: To protect individual privacy, anonymise data and report it in aggregate form. For instance, rather than identifying specific individuals, present data in categories (e.g., percentage of employees from different ethnic backgrounds).
Data Security: Implement strong security measures to protect DEI data from breaches. This includes encryption, access controls, and regular security audits.
Demonstrating Action: Use the data to implement tangible changes and regularly communicate progress to employees. For example, if data shows a lack of representation in leadership positions, develop a leadership training programme targeted at underrepresented groups.
Requesting DEI Data: Methods and Employee Perspective
When requesting DEI data, it’s important to approach the process with sensitivity and respect for employee rights. Here are some methods and considerations:
Methods for Requesting Data
– Surveys: Conduct anonymous surveys to collect DEI data. Ensure that the surveys are voluntary and that employees understand the purpose and benefits of participating.
– Focus Groups: Organise focus groups to gather qualitative insights. These should be facilitated by a neutral party to encourage open and honest discussion.
– Employee Resource Groups (ERGs): Leverage ERGs to gather input and feedback from specific employee communities. ERGs can provide valuable context and help interpret the data collected.
Employee Perspective and Rights
From the employee’s perspective, providing DEI data can be daunting. It’s essential to recognise their concerns and protect their rights:
– Right to Privacy: Employees have the right to privacy and should never feel coerced into providing DEI data. Participation must be voluntary, and employees should be able to opt out without any repercussions.
– Right to Access: Employees have the right to access the data collected about them and understand how it is being used.
– Right to Rectification: Employees can request corrections to any inaccuracies in the data collected about them.
– Right to Erasure: Employees can request that their data be deleted if it is no longer necessary for the purpose for which it was collected.
Collecting DEI data is a crucial step towards creating a more inclusive and equitable workplace. However, it must be done with the utmost care and responsibility. By following legal guidelines, being transparent, ensuring data security, and demonstrating genuine commitment to using the data for positive change, organisations can build trust and encourage employees to participate in these important initiatives.
As the landscape of diversity and inclusion evolves, so too must our approaches to collecting and using DEI data.
By keeping the principles of trust, transparency, and respect at the forefront, we can make significant strides towards a more inclusive future for all employees.
