The Staff Privacy Notice is a fundamental document required by both the EU General Data Protection Regulation (GDPR) and Danish data protection law. It must be provided to all employees at the time their personal data is collected, typically during onboarding or when implementing new data processing activities. The notice serves multiple purposes: ensuring compliance with legal transparency requirements, informing employees about their data protection rights, and documenting the organization's data processing practices. This document should be regularly reviewed and updated to reflect any changes in data processing activities or legal requirements. Under Danish law, the Staff Privacy Notice must be provided in a clear and accessible format, typically in Danish or English, depending on the workforce composition.
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Key Requirements PROMPT example:
Staff Privacy Notice
I need a Staff Privacy Notice for our Danish technology company that processes employee biometric data and uses automated performance monitoring systems, to be implemented by March 2025; it must comply with both GDPR and Danish law while specifically addressing our AI-driven HR processes.
1. Introduction: Overview of the privacy notice purpose and its importance for employees
2. Data Controller Information: Identity and contact details of the employer as data controller, including DPO contact 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 employee data
6. Data Recipients and Sharing: Information about third parties who receive employee data
7. Data Retention: How long different types of employee data are kept
8. Employee Rights: Explanation of GDPR rights and how to exercise them
9. Data Security: Measures taken to protect employee personal data
10. International Transfers: Information about any transfers of data outside the EU/EEA
11. Updates to the Privacy Notice: How and when changes will be communicated
1. Automated Decision Making: Required if the organization uses automated processing or profiling affecting employees
2. Workplace Monitoring: Needed if the organization conducts any form of employee monitoring or surveillance
3. Biometric Data Processing: Required if the organization uses biometric systems for access control or time recording
4. CCTV and Recording Systems: Necessary if workplace has surveillance cameras or recording systems
5. Bring Your Own Device (BYOD): Include if employees are allowed to use personal devices for work
6. Special Categories of Data: Required if processing sensitive data like health information or trade union membership
1. Data Retention Schedule: Detailed retention periods for different categories of employee data
2. Third Party Processors List: Current list of data processors and sub-processors handling employee data
3. Security Measures: Detailed description of technical and organizational security measures
4. Cookie and Monitoring Policy: Specific details about workplace monitoring technologies and cookies used
5. Subject Rights Request Procedure: Detailed procedure for handling employee data rights requests
Authors
Relevant legal definitions
Clauses
Relevant Industries
Technology
Healthcare
Financial Services
Manufacturing
Retail
Professional Services
Education
Public Sector
Telecommunications
Transportation
Construction
Hospitality
Media and Entertainment
Energy
Agriculture
Relevant Teams
Human Resources
Legal
Compliance
Information Security
Data Protection
Risk Management
Information Technology
Internal Audit
Employee Relations
Relevant Roles
Human Resources Director
Data Protection Officer
Privacy Manager
Legal Counsel
Compliance Officer
HR Manager
IT Security Manager
Chief Information Security Officer
Risk Manager
Employee Relations Manager
HR Business Partner
Chief Legal Officer
Chief Privacy Officer
Information Governance Manager
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