Staff data protection policy

The General Data Protection Regulation requires you to tell all people whose personal data you process about how you use that data. Those data subjects include your employees and contractors.

This notice allows you to comply with the law by notifying employees of what data you process, what basis you do this on, and employee rights to see that data and keep it updated.

Your edited version of this document could either be provided to employees with a copy of an employment contract or contract for services, or published on a company intranet.

We provide this document for download and use completely free of charge.

Suitable for use in: England & Wales and Scotland
  • Solicitor approved
  • Plain English makes editing easy
  • Guidance notes included
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About this notice

This employee data protection policy is an internal HR document for use by employers and staff. It complements your website privacy policy, which is written for customers, as a document written for employees and contractors.

The policy is suitable for any business or organisation.

The policy covers what data is collected, under what legal grounds it is stored and used (contractual for current and prospective staff, and because of one or more legal obligations for previous employees), and what rights data subjects have with respect to their data used by you.

Note that this document is not a policy for how data within an organisation should be handled, for example, that certain types of data should be stored encrypted. Such a policy could differ so much between organisations (or even departments within the same organisation), that producing a one-size-fits-all template is very difficult.

Free to use

We provide this template completely free of charge.

We don't ask you to acknowledge our copyright in it or mention us in any way within it.


The contents of the document cover:

  • Data processed
  • Legal basis under which it is processed
  • Rights to access and removal

This document was written by a solicitor for Net Lawman. It complies with current English law.

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