The Employee Information Form is a crucial document used at the commencement of employment and periodically updated throughout the employment relationship. It ensures compliance with Maltese employment law, EU GDPR, and other relevant regulations while collecting essential employee information required for administrative, legal, and operational purposes. The form must be completed by all new employees and includes sections for personal details, employment information, emergency contacts, and various declarations. It serves as a foundational document for HR records, payroll processing, and regulatory compliance, particularly important in Malta's highly regulated employment environment. The document is designed to meet the requirements of both the Employment and Industrial Relations Act and the Data Protection Act, while also aligning with EU data protection standards.
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1. Personal Information: Basic details including full name, date of birth, nationality, ID/passport number, and contact information
2. Residential Information: Current residential address and previous address if less than 5 years at current address
3. Contact Details: Phone numbers, email addresses, and preferred contact method
4. Emergency Contact Information: Names and contact details of emergency contacts
5. Employment Details: Job title, department, start date, employment type, and reporting line
6. Bank Information: Bank account details for salary payments
7. Tax Information: Tax registration number and tax status information
8. Social Security Information: Social security number and related details
9. Data Protection Declaration: Statement about how personal data will be processed and stored, including employee consent
10. Declaration of Accuracy: Employee declaration that all provided information is accurate and complete
1. Professional Qualifications: Details of relevant professional qualifications and certifications - required for regulated professions or specific roles
2. Work Permit Details: For non-EU nationals, details of work permit or residence permit
3. Vehicle Information: Required if employee will be using company vehicles or receiving car allowance
4. Health Information: Optional section for roles requiring specific health declarations or accommodations
5. Previous Employment: Details of previous employers - may be required for certain positions or security clearances
6. Professional Memberships: Information about professional body memberships - relevant for specialized roles
7. Language Proficiency: Details of language skills - required for customer-facing or multilingual roles
1. Schedule A - Required Documents Checklist: List of documents employee needs to provide (ID copies, certificates, etc.)
2. Schedule B - Data Processing Consent Form: Detailed GDPR-compliant consent form for data processing
3. Schedule C - Photo/Media Consent Form: Optional consent for use of employee photos in company materials
4. Appendix 1 - Privacy Notice: Detailed privacy notice explaining how employee data will be processed and stored
5. Appendix 2 - Document Update Procedure: Instructions for updating personal information in the future
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