Employee Privacy Policy

An Employee Privacy Policy is a document that employers use to let employees know how their personal data will be processed. Personal data is any information that can personally identify the employee that the employer may collect in the course of the employment. Employee Privacy Policies are generally one-sided, in that there is no negotiation and the employer is simply alerting the employee to the collection, use, storage, and retention of personal data, but it is considered a type of agreement because employers are bound to only do with the personal data what they tell employees they will.

Employee Privacy Policies are extremely important documents to make sure that employees know what to expect when they apply for or accept employment in terms of how their personal data is handled. Especially if a business collects sensitive information, like racial or origin data, biometric or health data, etc., it's a necessity to have a clearly laid out Employee Privacy Policy.

This Employee Privacy Policy is primarily for use in the United States but is also compliant with the EU's General Data Protection Regulation, or GDPR, for those businesses that handle and process the personal data of EU citizens.

How to use this document

This Employee Privacy Policy outlines what information is collected from employees, how it is shared, and how it is used, among other things. Before sitting down to fill it out, ensure that the company representative filling out this document has all the information needed about how the company processes personal data. This may involve doing technical checks or speaking to others in the company about the employee security side of things.

In this document, the employer will be able to outline the following information (and more):

- what personal data is taken from employees

- how the data is used

- if data is shared with related entities

- if data is shared with third parties

- what the employee's rights are in relation to the data collected

- how users can contact the employer or employer's representative if they have any concerns

The Employee Privacy Policy should be used anytime a business intends to collect personal data from employees. After it is filled out, it should be provided to employees at the time of application to the company.

It is critical to inform employees about how their information will be managed.

Applicable law

Although there is not one set of laws or regulations outlining what must be contained in an Employee Privacy Policy, information disclosures are broadly governed under U.S. Common Law and the Federal Trade Commission. Employment-specific policies regarding information collection, retention, and disclosure may be covered by a variety of state and federal statutes, such as those relating to privacy, labor unions, and the employment relationship generally. State-specific laws may include the California Consumer Protection Act and other statutes like it. This Employee Privacy Policy is also compliant with the EU's General Data Protection Regulation, or GDPR, for those companies which may process the data of EU citizens.

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.