Your browser does not support JavaScript

Privacy notice for a new starter form template

3 min read
£ 15
Or, upgrade to our Induction and onboarding toolkit

A Privacy notice for a new starter form explains how personal data is collected, used, and protected in compliance with data protection laws.

We also have budget-friendly bundles featuring this template:

What is a Privacy notice for a new starter form?

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).

Privacy notice for a new starter form template
privacy notice for a new starter form template

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

Here are some UK employment legislations related to implementing a privacy notice for a new starter form:

  • The General Data Protection Regulation (GDPR) requires organisations to provide individuals with clear and concise information about how their personal data will be processed.
  • The privacy notice must be easily accessible and understandable, using clear and plain language.
  • 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.
  • The privacy notice must outline the legal basis for processing the personal data and the purposes for which it will be processed.
  • 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.
  • 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.
  • 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).
  • 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.
  • 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.

Privacy notice for a new starter


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:

  • 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;
  • manage our recruitment and selection process, and assess your suitability for the role;
  • make reasonable adjustments to accommodate any health conditions or disabilities that you may have, in accordance with the Equality Act 2010;
  • ensure that we have accurate and up-to-date contact details in case we need to contact you during your employment;
  • maintain employment records, including details of your employment history, performance and training, for administrative and statistical purposes; and
  • comply with any other legal obligations or regulatory requirements that apply to us.

How do we use your information?

We will only use your information for the purposes for which it was collected, and we will ensure that it is accurate, relevant, and up-to-date.

We may share your information with third parties, such as our payroll provider, government agencies responsible for checking your eligibility to work in the UK, or other companies who provide services to us (such as training providers or occupational health providers). We will only share your information where necessary and appropriate, and we will ensure that any third parties we share your information with are compliant with data protection regulations.

How do we protect your information?

We take the security of your information seriously, and we have appropriate technical and organisational measures in place to prevent unauthorised access, loss or misuse of your information. We will retain your information for as long as necessary for the purposes for which it was collected, and in accordance with our retention policy.

Your rights

You have the right to access, rectify, or erase any personal information that we hold about you, as well as the right to restrict or object to the processing of your information. You also have the right to withdraw your consent to the processing of your information at any time.

If you have any questions or concerns about how we use your information, please contact our Data Protection Officer using the contact details provided below.

Data Protection Officer: [Name and contact details]

We reserve the right to update or amend this privacy notice at any time. We will notify you of any significant changes that may affect you.

Version: [1.0]

Issue date: [date]

Direction

The Privacy notice for a new starter form template is issued by an employer
Employer
Issue path
The Privacy notice for a new starter form template is issued to an employee
Employee

Timing

On or before day 1 of employment.

Sequence

This step
Privacy notice for a new starter form template
Next step
Forms
New starter personal details form template

A New Starter Personal Details Form collects vital information about new employees, enabling efficient communication and record-keeping in organisations.

Related articles

Why buy our Privacy notice for a new starter form 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...