Start by clicking on "Fill out the template"
Answer a few questions and your document is created automatically.
Your document is ready! You will receive it in Word and PDF formats. You will be able to modify it.
You can choose to get help from a lawyer after filling out the document.
This document can be used by an employer in the United Kingdom to create a privacy statement (also known as a privacy notice) in order to notify its workforce of its data processing procedures.
Grounds for processing data
Employers must ensure that data of their employees is processed lawfully on the basis of one or a combination of the following grounds:
(Article 6 UK GDPR)
Historically, many employers have relied upon an employees' consent for the processing of their personal data by the employer. However, there have been difficulties in the reliance upon consent given the nature of the relationship between the employer and the employee. Reliance upon consent as a lawful basis for processing employees' data is therefore no longer advisable.
Sometimes, an employer may need to process "sensitive data" (also known as "special category data"). Sensitive data is personal information which relates to:
Employers must have a further, more specific, lawful basis for processing any sensitive data (in addition to those set out above), which will be included within this document where required.
Employers may also sometimes need to process data relating to any criminal offences of its employees (for example, to meet regulatory requirements). Criminal offence data also falls into its own category and must also be justified under specific grounds. Typically, an employee will rely upon this being justified in order to:
Other restrictions and requirements
There are additional restrictions and requirements which may apply to employers in other circumstances. For example, where employees' personal information is transferred outside of the United Kingdom, or where decisions are made using an employee's personal information via an automated process. These can be addressed and detailed within this document.
Importance of the privacy statement
Of key importance to an employer's obligation under UK GDPR is the duty of 'transparency' in relation to the employee (Article 5 (1) (a) UK GDPR).
Encapsulated within this duty is the duty of the employer to communicate properly information to employees regarding the use and processing of their data. Specifically, this must be communicated in concise, transparent, intelligible and easily accessible form. The information should ordinarily be in writing, or an electronic written format.
The best way for an employer to ensure that these obligations are met is to issue a privacy statement to employees to ensure that the above requirements are met. This can be achieved through use of this document.
How to Use this Document
This document should be completed by inserting the relevant information and answering all questions carefully. The employer should then ensure employees are provided with a copy of the document. Many employers will do this in conjunction with the signing of the employment contract.
The policy also must be published or kept in a location where it can be accessed easily and the employees must be made aware of this location.
It is not essential, but is best practice, to ensure that the employer signs the notice and that all employees also sign the same.
The employer's privacy notice should be as clear and concise as possible (Article 12 UK GDPR), setting out the required information regarding the processing of their personal data together with the purpose and legal basis for this. In order to keep the document clear and in order to cover only the relevant information, the employer will usually refer to its additional comprehensive policies within the document, such as:
Any applicable law
As of 1 January 2021, the law relating to data protection in the UK is governed by:
Help from a lawyer
You can choose to consult a lawyer if you need help.
The lawyer can answer your questions or help you through the process. You will be offered this option when you complete the document.
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.