The Staff Privacy Notice is a mandatory document under Swiss data protection law that organizations must provide to their employees. It fulfills the transparency requirements of the Swiss Federal Data Protection Act (FADP/DSG) by informing employees about how their personal data is collected, used, stored, and protected. This document becomes particularly important when onboarding new employees and should be updated whenever significant changes occur in data processing practices. The notice must be clear, comprehensive, and easily accessible to all employees, covering aspects such as data collection purposes, legal bases for processing, data sharing practices, and employee privacy rights. It's especially crucial for organizations operating in Switzerland or handling Swiss employee data, and may need to consider GDPR requirements if the organization has operations or employees in the EU.
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1. Introduction: Overview of the notice's purpose and scope, including the identity of the data controller (employer)
2. Types of Personal Data Collected: Comprehensive list of personal data categories collected and processed about employees
3. Purposes of Processing: Detailed explanation of why the organization collects and processes employee personal data
4. Legal Bases for Processing: Legal grounds under Swiss law for processing employee personal data
5. Data Retention: Information about how long different types of employee data are kept
6. Data Security: Measures taken to protect employee personal data
7. Data Sharing and Recipients: Information about third parties with whom employee data is shared
8. International Data Transfers: Details about any transfers of employee data outside Switzerland
9. Employee Rights: Explanation of employee rights under data protection law and how to exercise them
10. Contact Information: Details of who to contact for privacy-related queries or concerns
1. Automated Decision Making: Required if the organization uses automated processing to make decisions about employees
2. CCTV and Monitoring: Needed if workplace surveillance or monitoring systems are in place
3. Biometric Data Processing: Required if the organization collects or processes biometric data
4. Special Categories of Data: Needed if processing sensitive personal data such as health information or trade union membership
5. Remote Working Data Processing: Required if employees work remotely and specific data processing occurs in this context
6. Bring Your Own Device (BYOD): Needed if employees are allowed to use personal devices for work purposes
1. Data Processing Inventory: Detailed list of all personal data processed, including categories, purposes, and retention periods
2. Third Party Processors: List of data processors and service providers who handle employee data
3. Security Measures: Detailed description of technical and organizational security measures
4. Data Subject Request Procedure: Step-by-step guide for handling employee data rights requests
5. Retention Schedule: Detailed retention periods for specific categories of employee data
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