Staff Data Protection and Privacy Templates
These Staff Data Protection and Privacy templates help UK employers manage employee personal data lawfully and transparently under the UK GDPR and Data Protection Act 2018. They are designed for use in staff handbooks and internal HR documentation, giving a clear framework for how staff data is collected, used, stored, shared and protected, and how employees can exercise their data protection rights.
This mini-suite comprises:
Staff Data Protection Policy
This policy template is a comprehensive, detailed staff data protection policy covering principles, lawful bases, staff rights, DPIAs, security, data sharing, international transfers and breach notification.
Typical Use:
Larger or higher-risk organisations or those wanting a full, stand-alone staff data protection policy for the staff handbook.
Short Form Staff Data Protection Policy
This short policy template is a streamlined version focusing on core UK GDPR principles, lawful bases, staff rights, and signposting to other policies (IT security, data retention, etc.).
Typical Use:
SMEs or organisations wanting a concise but robust policy that’s easier for employees to read and for managers to implement.
Staff Subject Access Request Form (SAR Form)
The SAR Form is a practical form for employees to make subject access requests (SARs) under the UK GDPR “right of access” and for HR to capture the information needed to respond.
Typical Use:
Any employer needing a consistent, documented process for handling staff SARs within statutory timescales.
Employers can either adopt the full or the short-form Staff Data Protection Policy (not usually both), and use the Subject Access Request Form alongside the chosen policy to handle employee data subject access requests in a consistent, compliant way.
These templates are also available at Employee Data Protection and the UK GDPR which also includes a Homeworking Data Protection Policy, Additional SAR Form with letter templates, and Privacy Notices.
Please click on the links below for full details of these documents and to download:
- Staff Data Protection Policy
- Short-Form Staff Data Protection Policy
- Staff Subject Access Request Form
Staff Data Protection and Privacy Templates is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.