Can you use biometric data for clocking employees in and out?

The short answer is you probably shouldn’t be doing it, unless of course there is no other way to do it. A recent enforcement notice from the ICO ordering a community leisure trust to stop using facial recognition technology and fingerprint scanning to monitor workers’ attendance is a clear indication that using biometric data should not be the go-to option for clocking in and clocking out.

ICO advice on using biometric data for clocking in and out

The advice from the ICO on gathering biometric data is to consider if you can achieve the same result in a less intrusive way. So for clocking in and clocking out, which can be done efficiently by using clock-in cards or fobs or tablets, it would make sense that asking for biometric data is not necessary.

One of the reasons for this increased scrutiny is that biometric data falls into the higher-risk category of personal data. Employers are urged to tread carefully before processing biometric data and are advised to only process special category information if they can identify a valid reason for doing so.

Offering alternatives to biometric data is a must

If after all that consideration you still want to go down the biometric data route you must still offer an alternative for workers who do not want to give their biometric data. Of course, some will happily sign up to give biometric information as it could save them time, or from having to remember a password, but others will not be so keen. On top of this, the alternative you offer must not be a detriment to the workers taking that option. No preferential treatment or opportunities should be given to those providing biometric data.

How StaffSavvy manages clocking in and out

At StaffSavvy we primarily use clock in screens to record actual hours worked. We recommend using tablets secured to the wall where staff start work or where duty managers are positioned regularly. However, our clock in screens can be accessed anywhere if needed. They can be laptops, EPOS tills, desktops, or any internet browser.  

Depending on your preferences, staff can clock in for planned shifts, clock in in real-time, or add a past time entry for approval. You can also specify whether staff can clock in remotely and then whether they need to record their location while clocking-in. 

If you are using tablets, we recommend the Android and iOS software SureFox Pro to secure the tablets and prevent anyone from using them for other purposes. This also keeps the tablets switched on permanently and removes toolbars from the top and bottom of the screen. 

Book a StaffSavvy demo to find out more about what we offer.

For full ICO advice on managing biometric data head to the ICO website.