Staff Privacy Notice

Staff Privacy Notice Template for Denmark

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Document background

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.

Suggested Sections

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

Optional Sections

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

Suggested Schedules

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

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