Employee Data Privacy Policy

What is an Employee Data Privacy Policy?

An employee data privacy policy serves the purpose of detailing how an employer will keep the personal information of their employees. When employers hire employees, they need to keep personal information on file. The information obtained needs to be kept in a secure manner.

Employers who keep a database of employee information should have a policy in place which keeps employees aware of how their information is stored, and what security measures are taken to keep such information confidential. This includes what personal information will be collected, used, and disclosed.

Personal information collected is not only from employees, but may also include:

• independent contractors,
• agents,
• officers,
• and consultants of the employer's business.

In other words, it may include anyone from whom the employer collects and stores personal information.

What is Personal Data?

Personal data is information that identifies an employee, including:

• educational background,
• academic transcripts,
• prior work history,
• possible credit history,
• family background,
• banking information,
• and more.

What is the difference between an Employee Data Privacy Policy and a Privacy Policy of Organization?

An employee data privacy policy is used to document how the employer safeguards the employee's personal information. On the other hand, a Privacy Policy of Organization is used by private businesses such as offices where personal information of clients is obtained in the ordinary course of business. In other words, one document governs internal staff safekeeping while the other governs client safekeeping.

What is the difference between an Employee Data Privacy Policy and a Privacy Policy Complaint (Mobile App/Website)?

While the employee data privacy policy refers to internal safeguards to protect employee information, a mobile app privacy policy complaint addresses how website users can obtain information that the website has on them, and how complaints are handled.

What must an Employee Data Privacy Policy contain?

An Employee Data Privacy Policy policy should detail:

• What information the employer keeps of its employees; and
• How that data is being used.

Additional information about an employee may also be filed in the employee's records. This includes leave of absences and the reasons for the leave of absence with proof, such as a medical note. The employer may also collect family history, third party disclosures, law enforcement disclosures, etc.

What has to be done once an Employee Data Privacy Policy is ready?

After the document is ready, the employer can start adopting it when hiring new employees by ensuring that this policy forms part of a new employee's welcome package.

The employee or worker from whom information is collected should also sign this policy acknowledging that they have read its contents.

Which laws are applicable to an Employee Data Privacy Policy?

Employment policies must be consistent with the law. Some Provinces have privacy laws in place to protect employees. Federal employees are subject to the Personal Information Protection and Electronic Documents Act (S.C. 2000, c. 5).

The law will protect personal information, which is defined as information about an identifiable individual, including SIN, employee number, date of birth, medical information, and more. Human rights legislation also applies to protect against discrimination during the hiring process.

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.