Free Employee Privacy Policy

An Employee Privacy Policy is a document that outlines an employer’s policies and procedures regarding the collection of an employee’s personal information.

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Your small business has grown to the point that you are now hiring multiple employees. As the employer, you understand the importance of keeping both the employees’ and the company’s information safe and free from falling into the wrong hands. In addition to the other paperwork your new hires will sign, you should also present an Employee Privacy Policy.

Using an Employee Privacy Policy is a great way to legally inform your employees of the privacy laws that your company adheres to, as well as which department/person they can contact to report any security breaches.

Frequently Asked Questions


An employee privacy policy is a legal document that informs employees of the company’s policy regarding the storage and use of the employee’s personal information. 



The privacy policy is useful because it (i) creates transparency between the employer and employees regarding their personal data, and (ii) potentially minimizes the negative effects in the event of a policy breach by directing employees to a contact person/department.

The employee privacy policy informs employees about:

  • The type of personal information the company retains;

    • This includes specifying whether the company retains sensitive information (as defined by the EU’s General Data Protection Regulation);

  • The scope of how the personal information will be used, including:

    • The disclosure of the information to third parties for employment operation purposes;

    • The disclosure of the information as required by law; and

    • whether the company utilizes consumer reporting agencies (and thus whether with company complies with the Fair Credit Reporting Act (FCRA) and the Fair and Accurate Credit Transaction Act (FACTA)

  • The length of time the information will be restored; 

  • Employee rights with regard to their personal information; and

    • In addition to the information automatically collected about employees pursuant to their role as an employee (such as payroll info), the employer may collect other identifiable information such as gender, date of birth, marital status, and contact information.

      • The employer may also collect personal information defined by the policy as “sensitive data.” Sensitive data consists of personal identifiers such as race, ethnicity, religion, political affiliation, sexual orientation, and genetic data. Unlike other personal information, employees may refuse to provide such sensitive data if they choose.

    • Personal information is only to be used by the employer for legitimate business purposes.

    • An employee may gain access to their own personal information if they submit a request. The personal information will be provided unless disclosure conflicts with statutory or regulatory requirements, or contains the information of another employee. The employee also is entitled to a summary of how their personal information has been used by the employer.

  • The identity of the contact person/department the employees should notify if they have concerns or if the need to report violations of the policy.


Our propriety form generator will assist you in creating your customized Employee Privacy Policy within minutes. Answering the questions is not complicated – you only fill in the requested information and we will put it together for you.

Once you complete the questionnaire and place your order, it will be available for immediate download in either PDF or Word document from your secure online account including a step-by-step guide on how to use your document.   


The employee privacy policy created by 360 Legal Forms is designed to be signed by each employee it pertains to. This acknowledgement serves as proof that the employees were presented with the information contained in the policy.

Generally, the privacy policy does not need to be notarized. But, the presence of a subscribing unbiased witness may be helpful in the event either party ever contests the document.