These UK GDPR privacy notice templates help employers, recruiters and employment agencies explain how they collect, use, store, share and protect personal data during recruitment, employment, worker engagement and work-finding services.

Legal Compliance

Under the UK's data protection legislation, consisting primarily of the UK GDPR (the retained EU law version of the EU GDPR) and the Data Protection Act 2018, data subjects (in this context, employees, contractors, and so forth) must be furnished with a range of information. This privacy information is best presented in a document known as a Privacy Notice (and sometimes as a Privacy Policy, Privacy Statement, or similar).

Choose from four privacy notices which are drafted to suit different workplace and employment situations.

Privacy Notice for Employees and Contractors – GDPR

The Privacy Notice for Employees and Contractors is designed for employers who need to explain how they process personal data about current and former employees, workers and contractors during and after the working relationship.

This template identifies the employer as data controller and explains that the company collects, stores and processes personal data to manage the employment relationship. It also confirms that the notice does not form part of the employment contract or contract for services and may be updated.

Interviewee Privacy Notice / Job Applicant Privacy Notice

The Interviewee Privacy Notice is designed for recruitment and selection processes. It explains how the company collects and uses personal data about job applicants before any employment relationship begins.

The template covers data collected during the application and recruitment process, such as application forms, CVs, identity documents, interviews, online tests and assessment tests. It also allows employers to refer to third-party data sources such as former employer references, background checks and criminal record checks where permitted by law.

Privacy Notice for Workers

The Privacy Notice for Workers is designed for organisations engaging workers who are not being treated as employees under the relevant contract. It explains how the company collects and uses personal data about current and former workers during and after the worker engagement.

The template states that the company collects, stores and processes personal data relating to workers to manage its relationship with them and applies to current and former workers. It also confirms that the notice does not form part of the contract and may be updated.

Employment Agency Privacy Policy / Privacy Notice

The Employment Agency Privacy Notice is designed for recruitment businesses and employment agencies providing work-finding services to clients and work-seekers.

The template explains that the recruitment business processes personal data, and where applicable special category data, so that it can provide work-finding services. It allows for data to be collected directly from the individual, such as through an application form, registration form, CV or website, or from another source such as a jobs board.

How privacy notices work with data protection policies

A privacy notice and a data protection policy should be used together, but they perform different roles.

The privacy notice is outward-facing towards the individual. It tells employees, applicants, workers, contractors or work-seekers how their personal data will be used. It supports transparency and helps individuals understand their rights, including access, correction, erasure, objection and restriction rights.

The data protection policy is inward-facing towards the organisation and its staff. It explains how personal data must be handled internally, including rules on lawful processing, security, retention, sharing, breach management, staff responsibilities and use of third-party processors. The employee data protection policy templates also link the organisation’s sharing of employee personal data to the privacy notice given to affected employees, and require safeguards when sharing data with third parties.

Additional templates for managing employee data protection include Employee Subject Access Request Forms and the data protection clauses included in the wide range of Employment Contracts.

Please click on the links below to download the required privacy notices:

Employment and Worker Privacy Notices is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.