Employee privacy notice template (UK) for accountancy practices
Tells your staff, former staff and job applicants how your firm uses their personal information. This employee privacy notice template is one Word notice with a table of what you collect, why and on what lawful basis, written for a practice with AML and professional body duties.
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What the notice looks like
When to give it
The UK GDPR says people must be told how their information is used at the time you collect it. For staff that is usually before their first day, and for applicants it is when they apply.
- A new employee joins, in the starter pack or with the contract
- You advertise a job and start receiving applications
- You start collecting something new, such as criminal record checks
- You change payroll provider, pension provider or HR software
- You review your data protection documents each year
How to use the employee privacy notice template
- Fill in your firm's details. Name, address and your data protection lead's email address.
- Check the table against your firm. Delete the criminal record row if you don't carry out checks, and add anything else you collect, such as CCTV or a staff photo.
- Match the sharing list to your suppliers. Name the kinds of providers you use, as listed in your record of processing.
- Match the retention periods. Use the same periods as your retention schedule.
- Give it to everyone. Send it to current staff, add it to the starter pack and link it from your job adverts. Keep a note of when it was issued.
Questions
Do employers need a privacy notice for employees?
Yes. When you collect personal information from someone, the UK GDPR requires you to tell them who you are, why you are using it, the lawful basis, who receives it, how long you keep it and what their rights are. That applies to your staff and job applicants as much as to clients.
What should an employee privacy notice include?
Your firm's identity and contact details, the purposes and lawful basis for each type of information, any legitimate interests you rely on, who receives the data, any transfers outside the UK, how long you keep it, staff rights, the right to complain to you and to the ICO, and whether staff have to provide the information.
Do employees have to sign a privacy notice?
No. A privacy notice tells people how you use their information. It is not a contract and does not need a signature, but keep a record of when you gave it out.
Is consent the lawful basis for processing employee data?
Usually not. Most staff information is used to perform the employment contract or to meet a legal obligation, such as paying tax and checking the right to work. The notice sets out the basis for each type of information.
Does the notice need to mention complaints?
Yes. Since 19 June 2026 people have the right to complain to the organisation itself about how it uses their data, and the notice must tell them about that right as well as their right to complain to the ICO.
Also in the UK GDPR pack for practices
Who it's for
Accountancy practices that employ staff and want one notice covering employees, former staff and job applicants.
Last checked
Checked against Article 13 of the UK GDPR and the Data Protection Act 2018 on legislation.gov.uk in November 2026.
