The Privacy Notice For Employees is a mandatory document under Swiss data protection law, particularly following the implementation of the revised Federal Data Protection Act (FADP/DSG). It serves as a crucial transparency tool, informing employees about how their personal data is processed in the employment context. This document is necessary whenever an organization employs staff in Switzerland and processes their personal data. It must be provided to employees at the time of data collection and updated when processing activities change. The notice encompasses all aspects of employee data processing, from recruitment through to post-employment, and must reflect Swiss legal requirements while potentially considering EU GDPR standards where applicable. Recent regulatory changes and increased focus on data protection make this document essential for compliance and risk management.
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1. Introduction and Scope: Overview of the notice's purpose and who it applies to (employees, contractors, temporary workers, etc.)
2. Data Controller Information: Company details and contact information for the data protection officer or responsible person
3. Categories of Personal Data: Detailed list of types of personal data collected and processed about employees
4. Purposes of Processing: Explanation of why and how the company processes employee personal data
5. Legal Basis for Processing: Legal grounds under Swiss law for processing each category of personal data
6. Data Retention: How long different types of employee data are kept and when they are deleted
7. Data Security: Measures taken to protect employee personal data
8. Employee Rights: Explanation of rights under Swiss data protection law including access, rectification, and deletion
9. Data Sharing: Information about third parties with whom employee data is shared
10. Complaint Procedures: How to raise concerns about data processing and contact details for the Swiss data protection authority
1. International Data Transfers: Required if employee data is transferred outside Switzerland, detailing transfer mechanisms and safeguards
2. Automated Decision Making: Required if the company uses automated processing to make decisions about employees
3. Special Categories of Data: Required if processing sensitive personal data such as health information or biometric data
4. CCTV and Monitoring: Required if workplace surveillance or monitoring systems are in place
5. Remote Working Data Processing: Required if employees work remotely and special data processing applies
6. Employee Monitoring Software: Required if using software to monitor employee activities or performance
7. Bring Your Own Device (BYOD): Required if employees use personal devices for work purposes
1. Data Processing Activities Register: Detailed list of specific processing activities and their purposes
2. Third Party Processors: List of authorized data processors and their roles
3. Retention Schedule: Detailed retention periods for different categories of employee data
4. Security Measures: Technical and organizational measures for data protection
5. Cookie and Monitoring Policy: Details about workplace monitoring technologies and their use
6. Data Subject Request Form: Template for employees to submit data rights requests
7. Contact Directory: List of relevant contacts for data protection matters
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