GDPR and data protection policy template
Supporting information
This model policy outlines how the Company will comply with statutory requirements of GDPR and data protection.
GDPR and data protection policy
Overview
This policy outlines how the Company complies with all statutory requirements of GDPR.
Scope
This policy is applicable to all employees of [company name].
General principles
[Company] will comply with all statutory requirements of the GDPR by registering all personal data held on its computer and/or related electronic equipment and by taking all reasonable steps to ensure the accuracy and confidentiality of such information.
The Data Protection Act protects individual's rights concerning information about them held on computer. Anyone processing personal data must comply with the eight principles of good practice. Data must be:
- fairly and lawfully processed
- processed for limited purposes
- adequate, relevant and not excessive
- accurate
- not kept longer than necessary
- processed in accordance with the data subject’s rights
- secure
- not transferred to countries without adequate protection
Employees can request access to the information held on them by the Company. All requests by employees to gain access to their personnel records should be made in writing. There is no charge for this service.
Protected before purchase.
Protected before purchase.
This policy [does not] form[s] part of your terms and conditions of employment.
Version: [1.0]
Issue date: [date]
Author: [name, job title]
What is this for?
This GDPR and data protection policy template aims to offer you a versatile and customisable tool, serving as a solid foundation for your needs. Utilise it to ensure consistency, enhance accuracy, and save valuable time.
Adapt it to suit your unique requirements, ensuring efficiency and effectiveness in your HR processes.
Employment law compliance
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Data Protection Act 2018 (DPA): This is the UK's primary data protection legislation that incorporates the GDPR into UK law. It sets out the rules and regulations for the processing of personal data, including employee data, and outlines the rights and responsibilities of data controllers and data processors.
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General Data Protection Regulation (GDPR): Although this is an EU regulation, it applies to the UK as well. It provides a comprehensive framework for the protection and processing of personal data for individuals within the EU, including employees.
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Employment Rights Act 1996: This legislation contains provisions related to employee privacy and confidentiality. It establishes the duty of employers to maintain the confidentiality of an employee's personal information and employment records.
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Human Rights Act 1998: This Act incorporates the European Convention on Human Rights (ECHR) into UK law. It includes the right to respect for private and family life, which has implications for how employers handle employee data and ensure data privacy.
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Equality Act 2010: While primarily focused on promoting equality and preventing discrimination in the workplace, this Act also contains provisions related to the handling of sensitive personal data, such as information about an employee's health or disability.
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Computer Misuse Act 1990: This legislation addresses unauthorized access to computer systems, which is relevant for protecting employee data stored electronically.
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Privacy and Electronic Communications Regulations (PECR): These regulations supplement the DPA and GDPR and provide rules on electronic communications, including email marketing and the use of cookies on websites, which may collect personal data from employees.
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Employment Practices Code: This code of practice, issued by the Information Commissioner's Office (ICO), provides guidance on data protection in the context of employment, helping employers understand their responsibilities when processing employee data.
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Trade Union and Labour Relations (Consolidation) Act 1992: This legislation ensures that trade unions have access to certain employee data for collective bargaining purposes while maintaining data protection requirements.
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Whistleblowing Policy: Although not a specific piece of legislation, implementing a whistleblowing policy is essential to encourage employees to report any data protection breaches or concerns they may have.
