Employee Privacy Policy

An Employee Privacy Policy ("Policy") is a document used by employers to let their employees know how their Personal Data is collected and processed by the employer. The Policy includes the rules and procedures followed by the organization for gathering, using, and transferring the personal data of former, current, or future employees of the organization. The data privacy policy regarding the contractors and consultants can also be included under this Policy.

A well-drafted Privacy Policy will let the employees know what all information is collected and processed by the Employer. This also lets the employees know about their rights and grievance mechanisms to protect their personal data.

This Policy covers the privacy rights and information regarding the employee's data collected by the organization. On the other hand, the Organization can specify the rules and principles to be followed by the employees while working for the organization in the Employee Code of Conduct Policy. In case some employees are working remotely, the organization is better to specify the remote working rules and regulations using a Remote Work Policy.

This Policy is a one-sided agreement drafted by the Employer without any negotiation with the employees, and employees will have only the option to sign and acknowledge the same.

Having a properly drafted Employee Privacy Policy will help the organization guide their employees and avoid any future disputes.

How to use this document?

This document can be used by any entity despite its size and field of business. This Policy covers the following important fields:

• The details about the personal data collected from the employees.
• How the data is collected.
• Purpose of collecting personal data.
• Disclosure of personal data to third parties.
• Security procedures are followed by the organization to protect personal data.
• Data retention policy.
• Employee redressal mechanism in case of any complaints or suggestions.

This Policy can be drafted by any person whether it is the director, HR team, or other managers, who has the knowledge of data collection and management of the organization.

Once the policy is drafted, it can be circulated to the employees through electronic medium or in physical copies. The organization may ask the employees to acknowledge this policy and send it back for record purposes. This Policy can be get signed by the employees at the time of joining the organization or at a later date if not signed at the time of joining.

It is always better to make the policy accessible to all employees of the organization and update them whenever there are any changes made to this policy.

Applicable laws

There is no specific act in India covering data privacy rights. As per the various court rulings, personal data protection is covered under the fundamental rights of the Constitution of India and IT act 2000.

How to modify the template?

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.