GDPR & Workplace Adjustments in India: What UK Employers Should Know

Data protection is a topic that often feels complex, distant, and wrapped in legalese. Yet, for UK employers working with Indian subsidiaries or outsourcing partners, understanding how GDPR interacts with workplace adjustments in India is vital – not only for compliance but also for building trust and maintaining employee wellbeing across borders.

Let’s break it down. Under the GDPR, any personal data processed by an organisation based in the UK or EU must follow strict requirements. This includes data transferred to countries outside the EU/EEA, such as India. While India does not currently have a GDPR-equivalent law in force, the Digital Personal Data Protection Act 2023 (DPDPA) is expected to introduce similar protections. It’s crucial to stay ahead of this curve.

Consider workplace adjustments. When an employee requests adjustments for health, disability, or wellbeing, sensitive personal data is often involved – medical certificates, ergonomic assessments, or occupational health reports. If these adjustments are processed or managed by teams or contractors in India, data transfer rules apply.

For example, imagine an ergonomic assessment report for a UK employee being shared with a supplier in India who manages product ordering, installation, or remote workplace assessments. Under GDPR, this counts as an international data transfer. Employers must ensure that:

1. Appropriate safeguards are in place - such as Standard Contractual Clauses (SCCs) or Binding Corporate Rules.
2. Data minimisation is applied - only the necessary data for the purpose is shared.
3. Transparency is maintained - employees are informed about where their data goes and why.
4. Security measures are robust to protect sensitive information from unauthorised access or breaches.

But here’s where many organisations stumble: workplace adjustments often involve multiple suppliers and HR teams, making data flows complex. For instance, an employee needing a new ergonomic chair and document holder may have their data pass through HR, Health & Safety, procurement, the supplier, and the installer. Each hand-off creates a potential risk if not managed with clarity and GDPR compliance in mind.

India’s upcoming DPDPA will tighten local privacy expectations. While not yet equivalent to GDPR, it signals a shift towards greater employee data rights. Employers must align processes proactively to avoid disruption once these laws are fully enforced. Equally, from a reputational perspective, showing commitment to international data protection standards enhances employee trust – whether the worker is based in London, Chennai, or working hybrid between both.

How can employers simplify GDPR compliance while fulfilling workplace adjustments efficiently?

First, partner with suppliers that understand both ergonomics and data protection. At Workplace Adjustments, we integrate GDPR-compliant processes into every step – from assessment to delivery. Our ergonomic chairs, height adjustable desks, mice, and document holders are supplied with careful attention to employee data security and dignity. We never treat adjustments as transactions; they are part of holistic wellbeing management.

Second, maintain clear data maps and audit trails. Know exactly who processes what data and where it goes. For instance, when ordering a height adjustable desk for an employee working from India, ensure the local team understands UK GDPR requirements if the desk type or assessment involves UK employee data.

Third, combine technology with human support. Automated systems can streamline ordering, delivery, and tracking of adjustments. But don’t forget the human touch. A quick call with an employee to confirm comfort or a personal message post-installation fosters trust, showing them that data protection and wellbeing go hand in hand.

Finally, embed a culture of privacy by design in your occupational health and workplace adjustment processes. This means integrating data protection considerations from the first conversation about adjustments to final implementation and follow-ups.

In conclusion, GDPR compliance in workplace adjustments is not simply a legal checkbox. It is an opportunity to build organisational resilience, employee confidence, and brand reputation. As India’s data protection landscape evolves, UK employers should remain proactive – aligning with suppliers who prioritise privacy alongside ergonomic excellence.

At Workplace Adjustments, we make this simple. Our curated range of ergonomic chairs, desks, mice, and document holders is supplied with processes that respect data security and enhance productivity. If your organisation wants to streamline adjustments while maintaining GDPR compliance, contact us today to explore how we can support your team’s health, comfort, and data protection goals - wherever they work.