PDF
Word
Employee Privacy Policy Template
What Is an Employee Privacy Policy?
An Employee Privacy Policy is a document that contains the policies and procedures of an employer regarding the collection, use, and disclosure of their employees' personal information. An Employee Data Privacy Policy applies to all employees of the company and determines employee privacy rights. The personal information of an employee usually includes their name, address, phone number, email, Social Security Number, age, marital status, salary, education, and employment experience.
Alternate Name:
- Employee Privacy Policy Statement.
An employer gathers personal information to make decisions about initial employment, assign wages and benefits, and process labor claims, including insurance claims. This information can also be useful for evaluating an employee's qualifications to perform some job or task and conducting performance reviews.
A printable Employee Privacy Policy template can be downloaded below.
How to Write an Employee Privacy Policy?
An Employee Privacy Policy Statement usually contains the following:
- Enter details of the employer.
- Describe which information relates to personal information.
- Indicate the purposes of gathering personal information of employees. State that this information can only be used for the indicated purposes.
- Specify that an employee has a right to apply for access to their details, and for this purpose, they must submit a request in writing. The employer must provide an employee with a summary describing the usage and disclosure of their personal information. If an employee finds out an error in their details, they have a right to submit a request in writing for correction. If the company admits it, the error must be corrected. An authorized person is only allowed to make changes to personal details.
- Specify the reasons for the disclosure of personal information. For example, the employer can disclose it to present employment references to prospective employers of the company's former employees, or when it is required by applicable legislation and authorized government representatives.
- Indicate that the employer is obliged to take all appropriate security measures to protect the personal details of their employees against stealing, any unauthorized access, change, or duplication. These measures can involve the establishment of physical, organizational, and technological security of information, setting passwords, and using encryption.
- State that all employees of this organization who have access to personal information must follow the policies and procedures described in this document. The unauthorized disclosure of personal details leads to disciplinary action or dismissal of the responsible employees.
- Determine the procedure for resolving disputes. In the event of a dispute related to the privacy policy, the parties must try to settle it by negotiation. If they cannot resolve the issue within a reasonable period, it should be referred to arbitration for further consideration under state law.
Is It Legal to Sanction an Employee Who Has Violated Privacy Policies?
Usually, the sanction policy against an employee is connected with the violation of the Health Insurance Portability and Accountability Act (HIPAA). If an employee has used or got access to the protected health information, and thus has violated the HIPAA Enforcement Rule, healthcare organizations must investigate it. The incident may warrant disciplinary action or terminate the employee.
Not what you were looking for? Check out these related forms:
Download Employee Privacy Policy Template
1
2
3
4
5
6
7
8
