Employee privacy notice template
- Art. 19-20 FADP
- Art. 13-14 GDPR
- About 20 minutes
- Italiano · Deutsch · Français · English
In brief
Explains to employees which data you process in the employment relationship, why, for how long and with what rights. As an employer you inform your staff too, not only your customers.
- Who it is for
- All employees. You hand it over on hiring and have them sign that they have read it.
- To decide first
- To which countries you disclose employees' data. Read through the parts on recording working time and on monitoring of IT tools: they must match what you actually do.
- Afterwards
- Give it to all employees, including those already in post, and keep the signed acknowledgement.
What it contains
- 1Controller
- 2Principle
- 3Data we process
- 4Purposes of the processing
- 5Health data
- 6Recording of working time
- 7Use of IT tools and checks
- 8Recipients
- 9Disclosure abroad
- 10Retention during and after the employment relationship
- 11Your rights
- 12How to exercise your rights
- 13Changes and acknowledgement
An excerpt
1. Controller
__________, __________
For questions about data protection you can contact __________ (__________) or write to __________.
2. Principle
In accordance with Art. 328b CO, we process your data only to the extent that they concern your suitability for the job or are necessary for the performance of the employment contract. We also comply with the principles of Art. 6 FADP: lawfulness, good faith, proportionality, recognisable purpose, accuracy.
Under the GDPR we process your data only if there is a legal basis (section 4) and in compliance with the principles of Art. 5 GDPR, in particular purpose limitation and data minimisation.
As a rule we do not ask for your consent: in the employment relationship consent is rarely free. We ask for it only for processing that is genuinely optional, for example the publication of a photograph of you, and refusal has no consequences for you.
The full text is generated on the platform, with your organisation's details already in place.
Related templates
- App privacy notice template
- Job applicant privacy notice template
- Website privacy notice template (FADP and GDPR)
Related question: What must a privacy notice contain?
A template is general information, not advice on your case: it must be adapted to your organisation. For a question on your case there is Advisorn's consulting. By Advisorn, updated on 20 October 2026.