Data protection

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Model documents and policies

Downloadable and customisable documents relating to data protection. For more information see the employment law pages on Data protection.
Table of contents

Forms

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Confidentiality agreement

 (54 KB)
Last Published: 20 Jan 2015
This agreement outlines that an employee agrees to keep secret and not at any time either during their employment or after its termination, use, communicate or reveal to any person for the employee’s or any other person’s benefit, any trade secret or confidential information concerning the business, finances or organisation of the Company or any Associated Company, their systems, techniques or know how of their suppliers or customers. The agreement also clarifies the type of information which is considered to be secret and confidential.
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Data Protection Act consent form

 (53 KB)
Last Modified: 01 Jun 2013
The Data Protection Act consent form aims to ensure that any personal or sensitive data that an organisation holds about an individual is used appropriately. It explains the context within which the data will be used to enable the employee to give informed consent.
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Medical report consent form

 (58 KB)
Last Modified: 01 Jun 2013
This model medical report consent form explains rights relating to a request for a medical report from the employee's GP, including the specifics of the request for information, the employee's rights under the Access to Medical Reports Act 1988, the employee's right to see the report, and implications in relation to the Data Protection Act 1998 and code of Practice Provisions.
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Personal data subject access request form

 (58 KB)
Last Modified: 01 Jun 2013
Give this form to an employee who wishes to make a request under the Data Protection Act 1998 to receive a copy of the personal data held by their employer. The form allows the employee to state the particular documents or files they have requested as well as outlining the identity of those who you believe hold the personal data you have requested.

Letters

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Letter asking an employee to pay a fee relating to subject access

 (55 KB)
Last Modified: 01 Jun 2013
Use this letter to request the payment of an administrative fee before a request to access personal data will be carried out. Please note the maximum prescribed fee is £10.
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Letter asking an employee to provide proof of identity relating to subject access

 (55 KB)
Last Modified: 01 Jun 2013
Use this letter to ask an employee to provide proof of identity before access can be granted to personal data held by the company.
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Letter in response to a subject access request

 (56 KB)
Last Modified: 01 Jun 2013
Use this letter to acknowledge an employee’s request to see a copy of the personal data held by their employer and enclose a copy and description of the data held, for what purposes it has been used, who has seen it, and how it was obtained. There are also options to explain why data has been retained.
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Letter to the doctor of an employee requesting medical report

 (56 KB)
Last Modified: 01 Jun 2013
This letter requests a medical report from an employee's doctor or consultant on an employee's current state of health and a prognosis of future health for a specified period. It must be accompanied by a signed medical consent form and by a copy of the employee’s job description.

Policies

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Data transfer security policy

 (55 KB)
Last Modified: 01 Jun 2013
This policy covers definitions, the law, transferring data, memory sticks, action to be taken if data goes missing and negligent transfer of data.
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Employee data policy

 (54 KB)
Last Modified: 01 Jun 2013
This policy gives details about the type of information that the organisation keeps about its employees and the purposes for which it keeps them.
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Freedom of Information Act compliance policy

 (55 KB)
Last Modified: 01 Jun 2013
The Freedom of Information Act gives a legal right for any person to ask an organisation within the public sector for access to information that it holds. This policy outlines the procedure to be followed when someone asks for information under the Act.
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Monitoring policy

 (58 KB)
Last Published: 17 Jul 2015
This policy outlines the Company's approach to monitoring in the workplace, including CCTV, email, internet, telephone and related data protection issues. The policy outlines the extent of monitoring in the workplace and states that the Company may use information gathered through employee monitoring as the basis for disciplinary action against employees.