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Data Processing Notice Template for England and Wales

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Key Requirements PROMPT example:

Data Processing Notice

"I need a Data Processing Notice for my UK-based healthcare startup that collects patient data through a mobile app, with specific sections on special category data handling and automated decision-making to be implemented by March 2025."

Document background
A Data Processing Notice is required whenever an organization processes personal data in England and Wales. This document fulfills the transparency obligations under the UK GDPR and Data Protection Act 2018, providing data subjects with clear information about how their personal data is handled. It must be provided at the time personal data is collected and should be easily accessible, written in clear language, and contain all information required by Articles 13 and 14 of the UK GDPR. The notice forms a crucial part of an organization's data protection compliance framework.
Suggested Sections

1. Introduction: Purpose of the notice and identity of the data controller

2. Types of Personal Data Processed: Detailed list of personal data categories being processed

3. Purposes of Processing: Explanation of why the data is being processed

4. Legal Basis for Processing: Identification of relevant GDPR Article 6 bases for processing

5. Data Retention: How long data will be kept and criteria for retention

6. Data Subject Rights: Explanation of individual rights under data protection law

7. Security Measures: Overview of measures to protect personal data

Optional Sections

1. International Transfers: Required when personal data is transferred outside the UK. Details safeguards and transfer mechanisms.

2. Special Category Data: Required when processing sensitive personal data such as health data, biometric data, or racial/ethnic origin data

3. Automated Decision Making: Required when using automated decision-making or profiling. Details logic involved and significance of processing

Suggested Schedules

1. Data Categories Schedule: Detailed breakdown of all data categories processed with specific retention periods

2. Security Measures Appendix: Comprehensive list of technical and organizational security measures implemented

3. Third Party Recipients: List of organizations receiving the personal data including their roles and responsibilities

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

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Industries

UK GDPR: UK General Data Protection Regulation - The primary data protection legislation in the UK post-Brexit, setting out fundamental principles for personal data processing

DPA 2018: Data Protection Act 2018 - The UK's implementation of data protection standards, complementing and supplementing the UK GDPR

PECR: Privacy and Electronic Communications Regulations 2003 - Specific rules for electronic communications, including rules on cookies and direct marketing

ICO Guidelines: Information Commissioner's Office Guidelines and Codes of Practice - Official guidance from the UK's data protection regulator on implementing data protection requirements

EDPB Guidelines: European Data Protection Board Guidelines - While not binding post-Brexit, these guidelines remain influential in UK data protection practice

Transparency Requirements: Articles 13 and 14 of UK GDPR requiring clear information about data processing activities to be provided to data subjects

Lawful Bases: Legal grounds under UK GDPR for processing personal data, such as consent, contract, legal obligation, legitimate interests

Data Subject Rights: Rights granted to individuals under UK GDPR including access, rectification, erasure, portability, and objection to processing

International Transfers: Rules and safeguards for transferring personal data outside the UK, including adequacy decisions and appropriate safeguards

Data Retention: Requirements for specifying and adhering to defined periods for keeping personal data

Security Measures: Technical and organizational measures required to ensure appropriate security of personal data

Special Category Data: Additional requirements for processing sensitive personal data such as health, racial, religious, or biometric information

Breach Notification: Procedures and obligations for notifying authorities and affected individuals of personal data breaches

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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