GDPR Supplier Employee Privacy Notice Template

by avinash v


 The Supplier Employee Privacy Notice ("Privacy Notice") describes how (The supplier) collects, uses, and discloses employee personal information. The term "employee" refers to current and former employees, job applicants, and interns.

GDPR Supplier Employee Privacy Notice Template

What is Privacy Notice?

A privacy notice is a document that outlines how an organization collects, uses, and discloses personal information. It also explains an individual’s rights regarding their data.

Scope of Supplier Employee Privacy Notice

The supplier employee privacy notice applies to all suppliers who process employees' data, regardless of whether the supplier is based in the European Union. The information sets out employees' specific rights regarding their data, and the measures suppliers must take to protect employees' privacy.

  • The supplier employee privacy notice sets out the basis for personal processing data relating to supplier employees.
  • This includes the types of personal data we will collect and process, the purposes for which we will use that information, the legal basis for doing so, and the rights that supplier employees have about their data.

Types of Supplier Employee Privacy Notices

An essential part of any business is clearly understanding the types of supplier employee privacy notices that are available to use. This will help you protect your company's confidential information and trade secrets while respecting your employees' privacy rights.

The types of supplier employee privacy notices include:

  • The United Kingdom's Data Protection Act (DPA) notice
  • The Canadian Personal Information Protection and Electronic Documents Act (PIPEDA) notice
  • The Singapore Personal Data Protection Act (PDPA) notice
  • The Japanese Act on the Protection of Personal Information (APPI) notice
  • The Australian Privacy Principles (APPs) notice
  • The New Zealand Privacy Act (NZP)

Importance of Supplier Employee Privacy

The importance of supplier employee privacy is as follows : 

  • To comply with data privacy laws.
  • To protect employees' data from unauthorized access and use.
  • Ensure that only authorized persons have access to employees' data.
  • To prevent the unauthorized disclosure of the personal data of employees.
  • To ensure the security of the personal data of employees.

Uses of Supplier Employee Privacy Notice

The Supplier Employee Privacy Notice (SEPN) is a legal document that outlines the rights of employees of suppliers to privacy in the workplace. The paper protects employees' privacy while ensuring that suppliers can comply with their legal obligations.

The uses of supplier employee privacy notices are:

  • Comply with data protection laws.
  • Protect the privacy of employees.
  • Ensure that employees are aware of their rights.
  • Reduce the risk of data breaches.

The SEPN is an essential tool for suppliers and employees alike. By understanding the uses of the SEPN, both parties can ensure that their rights are protected.

Methods of Supplier Employee Privacy Notice

There are several methods of supplier employee privacy notice. The most crucial factor in deciding which form to use is the company's need for speed and accuracy in obtaining the information.

The second factor is the number of suppliers that will be asked to provide employee information.

The methods are:

1. Direct notice -  Direct notice to employees is the most common and least expensive method. Notice is given to employees of the specific supplier that their information will be shared with the company.

2. Email notice - this method is like a direct message, but the information is given via email instead of in person or by mail.

3. Written notice - this method is used when the supplier needs to provide employee information directly to the company. The company will send a letter to the supplier requesting the data.

4. Third-party notice - this method is used when the company does not have a direct relationship with the supplier. The company will ask a third party to contact the supplier to request employee information.

The Process of Supplier Employee Privacy Notice

The process of supplier employee privacy notice is as follows:

  • The supplier must first identify the expectations of the Data Controller concerning handling employee data.
  • The supplier must create a notice that identifies the supplier's obligations concerning handling employee data.
  • The supplier must then distribute the notice to all supplier employees.
  • The supplier must then ensure that all employees of the supplier comply with the employees.

Employee Privacy Notice Rights

As A Supplier Employee, an employee of a supplier providing services to Google, this notice explains your rights under the new Supplier Data Protection Regulations (“SDR”).

Suppliers must comply with the SDR when handling supplier employees’ data.

The SDR sets out specific rights for supplier employees, including the right to:

Employee Privacy Notice Rights
  • Access your data.
  • Rectify any inaccuracies in your data.
  • Erase your data in certain circumstances.
  • Restrict or object to the processing of your data.
  • Receive your data in a structured, commonly used, and machine-readable format.
  • Not be subject to automated decision-making.

Why Is Personal Data Collected From Employees?

Collecting personal data from employees is a common practice in organizations.

The reasons why employers may collect this data include:

  • To comply with legal obligations (e.g., health and safety laws)
  • To identify potential risks to the business (e.g., fraud or theft)
  • To assess employee performance
  • To provide employee benefits (e.g., health insurance)


In conclusion, a Supplier Employee Privacy Notice is a critical document that outlines a supplier's privacy policies and practises for its employees. It ensures that the supplier complies with applicable data protection laws and that employees are informed about how their personal information is used.