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Workforce Privacy Notice Template for Switzerland

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Key Requirements PROMPT example:

Workforce Privacy Notice

"I need a Workforce Privacy Notice for our Swiss pharmaceutical company that handles sensitive health data and conducts regular clinical trials, with particular emphasis on research staff data processing and international data transfers to our US headquarters."

Document background
The Workforce Privacy Notice is a mandatory document for organizations operating in Switzerland that process employee personal data. It is designed to comply with the Swiss Federal Data Protection Act (FADP/DSG) and related regulations, providing employees with transparent information about how their personal data is handled. This document becomes particularly important in the context of increased digitalization of HR processes and cross-border data transfers. The notice must be provided to employees at the start of their employment and updated when significant changes occur in data processing activities. It serves both as a compliance tool and as a means of building trust with employees by demonstrating commitment to data protection principles.
Suggested Sections

1. Introduction: Overview of the privacy notice's purpose and scope, including who it applies to and when it takes effect

2. Definitions: Key terms used throughout the notice, including definitions of personal data, processing, and other relevant terminology

3. Data Controller Information: Identity and contact details of the employer as data controller, including DPO contact information if applicable

4. Categories of Personal Data: Comprehensive list of personal data types collected and processed, including special categories of data

5. Purposes of Processing: Detailed explanation of why personal data is collected and how it will be used

6. Legal Bases for Processing: Legal grounds under Swiss law for processing personal data, including legitimate interests where applicable

7. Data Retention: Information about how long different types of personal data will be retained

8. Data Security: Measures taken to protect personal data and prevent unauthorized access

9. Employee Rights: Explanation of employee rights under Swiss data protection law, including access, rectification, and deletion rights

10. Reporting Procedures: How to raise concerns or make complaints regarding data protection

11. Updates to the Privacy Notice: Process for updating the notice and notifying employees of changes

Optional Sections

1. International Data Transfers: Required if personal data is transferred outside Switzerland, detailing transfer mechanisms and safeguards

2. Automated Decision Making: Required if the employer uses automated processing to make decisions about employees

3. CCTV and Monitoring: Required if workplace surveillance or monitoring systems are in place

4. Remote Working Data Processing: Required if employees work remotely and specific data processing occurs in this context

5. Special Category Data Processing: Required if processing sensitive personal data such as health information or biometric data

6. Third-Party Data Sharing: Required if employee data is shared with third-party service providers or group companies

Suggested Schedules

1. Data Retention Schedule: Detailed retention periods for different categories of personal data

2. Authorized Third-Party Processors: List of approved third-party processors and purposes of processing

3. Security Measures: Detailed description of technical and organizational security measures

4. Department-Specific Processing Activities: Specific data processing activities by department or role

5. Contact Information: Detailed contact information for data protection queries and complaints

6. Related Policies: List of related workplace policies and procedures affecting data processing

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓÆµ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions







































Clauses






























Relevant Industries

Banking and Financial Services

Insurance

Manufacturing

Technology

Healthcare

Pharmaceutical

Professional Services

Retail

Education

Transportation and Logistics

Hospitality

Construction

Energy

Telecommunications

Non-Profit Organizations

Public Sector

Chemical Industry

Watch and Jewelry Industry

Relevant Teams

Human Resources

Legal

Compliance

Information Technology

Information Security

Risk Management

Operations

Senior Management

Administration

Internal Audit

Data Protection

Relevant Roles

Chief Executive Officer

Human Resources Director

Data Protection Officer

Privacy Officer

Legal Counsel

Compliance Manager

HR Manager

IT Director

Information Security Manager

Risk Manager

Operations Manager

Department Heads

Line Managers

Recruitment Manager

Employee Relations Manager

Training and Development Manager

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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