GDPR Employee Privacy Notice With Template

Definition

Each organization collects certain personal data from its employees for their records. This information is used for the routine administration of the organisation, as well as for its legal obligations.

The GDPR stipulates that the organization must disclose to its employees exactly which type of data it collects, how it’s stored and when it will be disposed of.

Privacy Notice

The notice will also update the employees of how the organization plans to keep their personal data safe. The notice needs to be kept up to date, and readily available for all the employees.

Purpose

The purpose of this document is to outline to the employees of the organization which personal data of theirs will be collected ad stored by the organization, how it will be used, and for how long it will be retained.

The GDPR statutes stipulate precisely how the employee's data must be stored, for which purposes it may be used, and for how long the company can retain it. The goal of the Privacy Notice is to inform the employees of their rights following the GDPR guidelines.

Scope

The notice will be a part of every employment contract and will inform them of their rights in every aspect of how the company intends to use their data.

Therefore, the notice should be easy to understand and in everyday language to ensure that the employees know their rights. Moreover, the employee will be encouraged to note when the notice was provided to them.

Regulations and Guidelines

• The privacy notice should be made accessible on a public forum, where it will be maintained and updated.
• The policy will be an initial step in creating a robust compliance program for any personal data.
• The notice should also explain the purposes for the organization intends to use the employee's data.
• The notice needs to explain how the data will be kept safe.
• The notice needs to explain how long the data will be retained for.
• The notice needs to explain if the data will be disposed of : erase or anonymize it.

Required Fields in the Privacy Notice Template

The following details should be in the privacy notice:

1.Employee Data:

The basic information of each employee (name, contact details, emergency contacts, financial information, etc.). These fields need to state when they will be retained, and the trigger for disposing of it.

2.Data Guidelines:

Explains which type of data will be stored, how it is stored, who will have access to it and for how long. This section will also explain the security protocols for keeping the data secure.

Roles and Responsibilities

1.DPO:

Is in charge of approving the Privacy Notice, serving as its main stakeholder throughout the organization. This role is required by the GDPR, and is the compliance SME of the IT department.

2.HR Representative:

Is in charge of validating that the notice is an addendum to the employee contract throughout the organization.

3.Documentation SME:

Writes the notice, and periodically updates it.

4.Legal SME:

Ensures that the notice complies with the rules and laws of the country that the organization is based out of and operates in.

5.PMO:

Ensures that all the team members are aware of their cross-functional dependencies, and that the various stakeholders are made aware of the high-level progress of the notice creation.

Final Thoughts

Finally, the GDPR Employee Privacy Notice is a critical document that outlines an organization's data protection policies and practises in relation to its employees. It informs employees about the personal data that the organisation collects, processes, and stores, as well as their GDPR rights.

Organizations can demonstrate their commitment to protecting their employees' personal data and complying with GDPR regulations by providing clear and transparent information.