The Employee Privacy Notice is a mandatory document required under both EU GDPR and Danish data protection law, serving as a transparent communication tool between employers and employees regarding personal data processing. It must be provided to employees at the time their personal data is collected and should be easily accessible throughout their employment. The notice needs to address all aspects of employee data processing, from recruitment through to post-employment record keeping, while ensuring compliance with specific Danish workplace data protection requirements. This document is particularly crucial given Denmark's strict interpretation of GDPR requirements and additional local regulations regarding employee data protection, including specific rules about health data processing and workplace monitoring.
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Key Requirements PROMPT example:
Employee Privacy Notice
I need an Employee Privacy Notice for my Danish tech startup that processes employee biometric data for access control and uses AI-driven performance monitoring tools, with implementation planned for March 2025.
1. Introduction: Overview of the notice's purpose and the company's commitment to data protection
2. Data Controller Information: Identity and contact details of the company and Data Protection Officer (if applicable)
3. Categories of Personal Data: Detailed list of personal data types collected and processed about employees
4. Purposes of Processing: Explanation of how and why employee personal data is used
5. Legal Bases for Processing: Legal grounds under GDPR for processing different types of personal data
6. Data Retention: How long different types of employee data are kept and criteria for retention periods
7. Data Sharing and Recipients: Information about third parties who receive employee data and international transfers
8. Data Security: Measures taken to protect employee personal data
9. Employee Rights: Explanation of GDPR data subject rights and how to exercise them
10. Updates to This Notice: Information about how changes to the notice will be communicated
1. Automated Decision Making: Required if the organization uses automated processing or profiling affecting employees
2. International Transfers: Required if employee data is transferred outside the EU/EEA
3. Workplace Monitoring: Required if the organization conducts any form of employee monitoring or surveillance
4. Special Categories of Data: Required if processing sensitive personal data like health information or union membership
5. Biometric Data Processing: Required if using biometric systems for time tracking or access control
1. Data Retention Schedule: Detailed retention periods for specific categories of employee data
2. Authorized Data Recipients: Detailed list of third-party processors and data sharing partners
3. Security Measures: Detailed description of technical and organizational security measures
4. Department-Specific Processing Activities: Specific data processing activities relevant to different departments or roles
Authors
Relevant legal definitions
Clauses
Relevant Industries
Technology
Healthcare
Financial Services
Manufacturing
Retail
Professional Services
Education
Transportation
Construction
Hospitality
Energy
Telecommunications
Public Sector
Non-Profit
Media and Entertainment
Real Estate
Relevant Teams
Human Resources
Legal
Compliance
Information Security
Privacy
Information Technology
Risk Management
Internal Audit
Corporate Communications
Employee Relations
Relevant Roles
HR Director
Privacy Officer
Data Protection Officer
Legal Counsel
Compliance Manager
HR Manager
IT Security Manager
Chief Privacy Officer
Employment Lawyer
HR Business Partner
Chief Legal Officer
Chief Human Resources Officer
Recruitment Manager
Employee Relations Manager
Corporate Counsel
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