Your browser does not support JavaScript

TUPE request to check personal information letter template

4 min read
£ 15
Or, upgrade to our TUPE toolkit

If TUPE is confirmed, send this model letter to any affected employee to request that they check their personal information before you send it to the incoming employer.

We also have budget-friendly bundles featuring this template:

What is a TUPE request to check personal information letter?

An outgoing employer should ask any affected employee to check their personal information before they send it to the incoming employer for several reasons:

  1. Accuracy: The outgoing employer wants to ensure that the employee's personal information is accurate and up-to-date before it is transferred to the incoming employer. This helps to avoid any potential errors or discrepancies in the employee's personal information that could cause problems later on.

  2. Privacy: The outgoing employer wants to ensure that the employee's personal information is only shared with the incoming employer to the extent that it is necessary for the business transfer or outsourcing. By asking the employee to check their personal information, the outgoing employer can ensure that the employee is aware of what personal information is being shared and can raise any concerns if necessary.

  3. Compliance: The outgoing employer has a legal obligation to comply with data protection laws and ensure that personal information is transferred securely and in accordance with the law. By asking the employee to check their personal information, the outgoing employer can ensure that they are complying with their legal obligations and avoid any potential breaches of data protection laws.

  4. Transparency: By involving the employee in the process of transferring their personal information, the outgoing employer can demonstrate transparency and openness in the business transfer or outsourcing process. This can help to build trust and confidence with the employee, who may be anxious about the transfer of their employment.

Overall, asking affected employees to check their personal information before it is transferred to the incoming employer is an important step in ensuring that the transfer process is smooth, compliant with the law, and respectful of employees' privacy and personal information.

TUPE request to check personal information letter template
tupe request to check personal information letter template

What legal and best practice aspects should employers be aware of?

  1. The General Data Protection Regulation (GDPR): Employers must ensure that they comply with the GDPR when processing personal data of employees. This includes obtaining valid consent, providing employees with information about the processing of their personal data, and ensuring that their data is processed lawfully, fairly, and transparently.

  2. The Data Protection Act 2018: Employers must ensure that they comply with the Data Protection Act 2018, which supplements the GDPR and provides additional requirements for the processing of personal data.

  3. The Employment Rights Act 1996: The request to check personal information letter should inform the employee of their rights under the Employment Rights Act 1996, including the right to access personal data held by the employer.

  4. The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE): Employers must ensure that they comply with the requirements of TUPE, including the obligation to inform and consult with affected employees.

In addition to these laws, employers should also consider any relevant collective agreements or contractual terms that may apply to affected employees. The request to check personal information letter should be clear and comprehensive, providing all relevant information about the processing of personal data and the employees' rights in relation to this.

Outgoing employers are under a legal obligation to provide employee information to an incoming employer in a TUPE transfer at least 28 days prior to the transfer. The information must be accurate as as at a date no more than 14 days before the date of the letter.

If the information you provide is inaccurate, the incoming employer could bring a claim against you for compensation.

TUPE request to check personal information [Delete this line]


[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

TUPE transfer

I write regarding the transfer of [old department/company name] to [new company name], following which the employees within [old department/company name] will transfer to [new company name].

We are required to provide the incoming employer with accurate employee personal information no later than 28 days prior to your transfer. I would therefore be grateful if you could review and make any appropriate changes to the personal data below, and return this letter to me no later than [date].

Full name (with title and forenames):  
Job title:  
Department:  

PERSONAL DETAILS

Address:  
Home telephone:  
Mobile telephone:  
Marital status:  

BANK DETAILS / PAYROLL

Bank / Building Society name:  
Address:  
Account name:  
Account number:  
Sort code:  

NEXT OF KIN

Full name:  
Address:  
Home telephone:  
Mobile telephone:  
Relationship:  

The personal data above is correct to the best of my knowledge.

Signed (employee):   Date:  

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Direction

The TUPE request to check personal information letter template is issued by an outgoing employer (TUPE)
Outgoing employer
Issue path
The TUPE request to check personal information letter template is issued to an employee
Employee

Timing

6 to 5 weeks before transfer.

Sequence

Previous step
Letters
TUPE measures letter template

If TUPE is proposed, send this model letter template to the outgoing employer to detail measures that will be taken in connection with the transferring employees.

This step
TUPE request to check personal information letter template
Next step
Letters
TUPE request for employee liability information letter template

If TUPE is proposed, send this model letter to the outgoing employer to request employee liability information.

Related articles

Who are some Companies who utilise our TUPE request to check personal information letter template?
  
  
Ki
  
  
  
  
  
Why buy our TUPE request to check personal information letter template?
  • You save time and effort with a professionally written, editable HR document that is tailored to meet best practice.
  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You get a process flowchart to help you adhere to best practice.
  • You are notified by email whenever this template or its supporting resources are updated.
  • You enjoy 12 months of unlimited access with no hidden fees or extra costs.
  • You unlock a 25% discount on all future purchases or renewals of our libraries, toolkits, and templates.

What do our customers say about us?

I have been using the service now for around 6 months and it has been really useful in developing and updating polices and processes.

- Jamie Allan, Armstrong Craven ★★★★★

Armstrong Craven logo

Read full review on Google

Excellent library of resources and templates which have made my job in my small business so much easier to manage HR for my employees...

- Emma Hunt ★★★★★

Read full review on Google

Great value and the site contains an extensive library of essential HR documents. I access the site probably once a week...

- Laura Alliss-Etty ★★★★★

Read full review on Google

A great source of information and advice. I can highly recommend hrdocbox.

- Georgina Loom, The Hygiene Bank

The Hygiene Bank logo

HRDocBox is a great resource. It is incredibly good value, providing a large selection of HR guidance materials as well as...

- Emma Beauchamp ★★★★★

Read full review on Google

Supporting Menopausal Employees and Avoiding Legal Risk
Thu, 22 Feb 24

Supporting Menopausal Employees and Avoiding Legal Risk

Guidance for Employers

The recent announcement from the Equality and Human Rights Commission (EHRC) clarifying the legal obligations surrounding menopause in the workplace has sparked important conversations...