Employee Data Privacy

China - Cross-Border Data Transfer

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Are there any restrictions on transferring personal data and how can these be overcome?

Cross-border data transfers affect all organizations that engage online IT services, cloud-based services, remote access services and global HR databases. China’s Personal Information Protection Law (PIPL) provides that data controllers (such as employers) may only transfer or access personal information outside of mainland China:

  • if one of the following criteria is met: (a) the organization has passed a Cyberspace Administration of China (CAC) security evaluation; (b) the organization has obtained certification from a CAC-accredited agency; or, (c) the organization has put in place CAC standard contractual clauses (not yet published by Chinese Regulators) with the data recipient;
  • to comply with laws and regulations or other requirements imposed by the CAC;
  • if the employer (or other organization) has adopted necessary measures to ensure the data recipient’s data processing activities comply with standards comparable to those set out in the PIPL. In practice this means initial due diligence, sufficient contractual protections and ongoing monitoring etc.


In addition to meeting one of the conditions above, the data controller (such as the employer) must (a) provide notice to, and obtain separate, explicit consent from the data subject (the employee); and, (b) conduct a personal information impact assessment.


The PIPL does not include a specific requirement to keep copies of personal information in China. However, certain personal information (and non-personal data) must still remain in (and cannot be accessed outside of) Mainland China. This includes (but isn’t limited to):

  • personal information processed by critical information infrastructure operators, unless a CAC-conducted security assessment has been completed;
  • personal information processed by data controllers above a threshold/volume to be identified by the CAC (not yet published), unless a CAC-conducted security assessment has been completed;
  • certain data under industry-specific regulations; and,
  • restricted data categories (such as “state secrets”, some “important data”, geolocation, online mapping data, etc.).

Cybersecurity Law requires “critical information infrastructure” providers to store “personal information” and “important data” within China unless their business requires them to store data overseas and they have passed a security assessment. At this point, it remains unclear what qualifies as “critical infrastructure” and “important data,” although its inclusion in the text of the law alongside “personal data” means that it likely refers to non-personal data.

The National Standard of Information Technology – Personal Information Security Specification, (个人信息安全规范, GB/T 35273-2020), effective October 1, 2020, includes suggested best practices relating to personal data. When transmitting or storing sensitive personal information, the Specification recommends that security measures, such as encryption should be used.

In addition, before sharing and transferring personal sensitive information, network operators should inform data subjects of the type of personal sensitive information involved, the identity and data security capabilities of the data recipient, and should obtain the personal data subject’s prior, express consent.

The Draft Measures on Security Assessment of Cross-border Data Transfer was made available for public comment on October 29, 2021. The Draft Measures include a detailed description of when data that would be transferred out of China would be subject to a security assessment. Under the Draft Measures, a CAC security assessment would be required when:

  • the personal and important data was collected by operators of Critical Information Infrastructure;
  • the data is considered important data;
  • the employer (or other data controller) is processing information on more than 1 million individuals;
  • the data of more than 100,000 individuals or sensitive personal data of more than 10,000 individuals is being processing; or,
  • other circumstances to be determined by the CAC.

The Draft Measures have not yet been finalized and are therefore not binding at this time.

 

UKG's HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers to provide clients with best practices and recommendations on topics such as HR document retention, employee data privacy, and HR electronic records. HR Compliance Assist also provides local compliance monitoring and alert services in select countries where UKG's customers have employees. HR Compliance Assist is a service exclusively available to UKG customers.

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