Work WhatsApp group and potential GDPR issues

[MissClareRemembers]

I’m a member of a WhatsApp group at work whose members are my immediate team. It’s quite a useful tool and as I’m p/t it helps with info sharing.

But I’ve just been added to another work group. It seems the entire staff have been added. It’s basically to notify each other of staff absences so that cover can be arranged. Where people have used it, they’ve given the reason for their absence eg John Smith is absent. Stomach bug.

I don’t want to be part of this group for the following reasons;

1. I don’t want my mobile number known to all staff
2. I wasn’t asked if I wanted to be added
3. I don’t want feel compelled to give a reason for my absence to the entire staff

So I’ve left the group. I’m pretty sure I’m going to be judged for leaving it!!

AIBU to think that such groups are in breach of GDPR regs? Or am I just being a bit petty?

Where people have used it, they’ve given the reason for their absence eg John Smith is absent. Stomach bug.

That is their choice to disclose that information to a wider audience of collegues. Surely all you have to say is "Mary (manager) check your emails/text" and that is the end of the matter.

I would say your employer knows you are happing on one Organisation facilitated Whatsapp Group, you might have difficultly calling GDPR regs on this one. That doesn't mean you dont have the right to withdraw from it.

I know what you mean but I also think you’re over thinking it

Business use of WhatsApp is tricky - remember the sharing of your mobile number and fact you're in a group together with WhatsApp (who share it with Facebook) will be used for suggesting friends, and establishing contacts. I do not imagine a company has many legal grounds for doing this - "sharing absence" is certainly not one I'd say, since that would rarely be appropriate (the only person who needs to know about absences and their reasons are managers, not everyone in the company).

However, the terms of service of WhatsApp are such that you cannot use it within a company like that - pretty much because of those issues, so it's possible (but very unlikely) that they have different grounds, and different sharing with the Facebook companies. However I'd still say the grounds for knowing about everyone in the companies potentially sensitive personal data is out of order.

It's not as simple as "breach of GDPR regs", they could have a legitimate interest, I very, very much doubt it, and I would encourage you to ask for their grounds of sharing your data with WhatsApp, check that is done without subsequent sharing with Facebook, and details of what purposes WhatsApp will use the data for.

The grounds for everyone in the company knowing your phone number and absence reasons are certainly very unlikely to be legitimate, however your use in your immediate team is also unlikely to be legitimate.

sirfred thank you. That’s hugely informative.

Plainspeaking the previous system for informing of absence was to simply leave a message on the admin office’s voicemail and the message was then passed on to relevant supervisor.

This new WhatsApp group seems to be in addition to this.

They can share information if they are transparent about it and it’s ‘fair’ (which in itself can be subjective but you are already in a work WhatsApp group with your personal mobile number which will make arguing otherwise difficult). They don’t actually need your consent because they can do it under article 6(1)(f) legitimate interests (so long as it’s also fair and transparent).

Is there any reason why you can’t get a work mobile?