Privacy notice for a new starter form template
A Privacy notice for a new starter form explains how personal data is collected, used, and protected in compliance with data protection laws.
- 2 pages / 492 words.
- Last updated 05/07/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Privacy notice for a new starter form
We are committed to protecting the privacy of your personal data, in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
This privacy notice explains how we collect, use and protect your personal information when you complete our New Starter Personal Details Form.
What information do we collect?
The personal information we collect may include your name, address, date of birth, contact details, employment history, education and training, emergency contact details, and any other information that you provide to us.
Why do we collect your information?
We collect your information in order to:
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comply with our legal obligations to verify your eligibility to work in the UK, and to pay you the appropriate minimum wage based on your age;
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manage our recruitment and selection process, and assess your suitability for the role;
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make reasonable adjustments to accommodate any
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A privacy notice for a new starter form is a statement that explains how the personal data collected from a new employee during the onboarding process will be used, stored, and protected.
It informs the employee about their data protection rights and provides transparency about how their personal information will be processed by the employer.
The privacy notice is an important document that helps to ensure compliance with data protection regulations, such as the General Data Protection Regulation (GDPR).
It is usually delivered to the Employee by the Employer / HR.
It should be actioned on or before day 1 of employment.
Compliance
Compliance
This Privacy notice for a new starter form template incorporates relevant UK laws and HR standards, including those listed below:
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The General Data Protection Regulation (GDPR) requires organisations to provide individuals with clear and concise information about how their personal data will be processed.
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The privacy notice must be easily accessible and understandable, using clear and plain language.
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Employers must obtain the employee's consent to collect and process their personal data, and this consent must be freely given, specific, informed, and unambiguous.
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The privacy notice must outline the legal basis for processing the personal data and the purposes for which it will be processed.
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Employers must ensure that the personal data is accurate, up-to-date, and relevant, and they must only keep it for as long as necessary.
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The privacy notice must explain the employee's rights under data protection law, such as the right to access their personal data, the right to rectification, and the right to erasure.
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The privacy notice must explain how the employee can exercise their data protection rights and how they can make a complaint to the Information Commissioner's Office (ICO).
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Employers must have appropriate technical and organisational measures in place to ensure the security of the personal data, and they must notify the ICO and the affected individual in the event of a personal data breach.
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Employers must ensure that any third-party processors who process the employee's personal data on their behalf are also GDPR compliant and that appropriate data processing agreements are in place.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Privacy notice for a new starter form template, to understand the workflow.
New starter personal details form
A New Starter Personal Details Form collects vital information about new employees, enabling efficient communication and record-keeping in organisations.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Privacy notice for a new starter form template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
