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Privacy notice for a new starter form

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

Reading time
How long to understand and implement this form?
10 mins
Word count
How many words in this form?
480
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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).

Best practice timescale for this to be issued
When should this form be issued?
On or before day 1 of employment
Issued by who, to whom
Who should issue this form, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this form be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

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.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

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]

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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.

privacy notice for a new starter form