Personal Data Notice Template for England and Wales

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Key Requirements PROMPT example:

Personal Data Notice

"I need a Personal Data Notice for my UK-based e-commerce business that specifically addresses our customer loyalty program and international data transfers to our US-based cloud storage providers, to be implemented by March 2025."

Document background
The Personal Data Notice serves as a fundamental transparency tool required by UK data protection legislation. It must be provided whenever personal data is collected from individuals, whether directly or indirectly. This document is essential for compliance with the UK GDPR and Data Protection Act 2018, applicable in England and Wales. It should detail the types of data collected, purposes of processing, legal bases, data subject rights, and security measures implemented. Organizations must provide this notice at the time of data collection and make it easily accessible to all data subjects.
Suggested Sections

1. Identity of the Data Controller: Organization's details and contact information including company name, registration details, and primary contact point

2. Types of Personal Data Processed: Comprehensive list and description of all categories of personal data collected and processed

3. Purposes of Processing: Detailed explanation of why personal data is being collected and how it will be used

4. Legal Basis for Processing: Specification of the lawful grounds under UK GDPR for processing each category of personal data

5. Data Subject Rights: Explanation of all rights available to individuals under data protection law and how to exercise them

6. Data Retention: Information about how long different types of personal data will be kept and criteria used to determine retention periods

7. Data Security: Overview of measures implemented to ensure the security of personal data

Optional Sections

1. International Transfers: Details of any transfers of personal data outside the UK, including safeguards implemented

2. Automated Decision Making: Information about any automated decision-making or profiling activities, including their significance and consequences

3. Data Protection Officer Details: Contact information and role of the Data Protection Officer, if appointed

4. Legitimate Interests Assessment: Where legitimate interests is used as a legal basis, explanation of the balancing test conducted

5. Special Category Data Processing: Additional safeguards and conditions for processing special category data, if applicable

Suggested Schedules

1. Schedule 1 - Categories of Personal Data: Detailed breakdown of all types of personal data processed, including special category data if applicable

2. Schedule 2 - Data Retention Schedule: Comprehensive retention periods for different categories of personal data and the rationale behind them

3. Schedule 3 - Technical and Organizational Measures: Detailed description of security measures implemented to protect personal data

4. Schedule 4 - Third Party Recipients: List of third parties with whom personal data is shared and the purposes for sharing

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Clauses
Relevant Industries
Relevant Teams
Relevant Roles
Industries

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

DPA 2018: Data Protection Act 2018 - The UK's implementation of data protection law, complementing and supplementing the UK GDPR with national specifications and requirements

PECR: Privacy and Electronic Communications Regulations 2003 - Specific rules for electronic communications, including regulations on cookies, marketing communications, and privacy in telecommunications

FOI Act 2000: Freedom of Information Act 2000 - Legislation governing public access to information held by public authorities, relevant when the organization is a public body

HRA 1998: Human Rights Act 1998 (Article 8) - Enshrines the right to privacy in UK law, providing a fundamental legal basis for data protection

ICO Guidance: Information Commissioner's Office guidance and codes of practice - Official regulatory guidance on interpreting and implementing data protection requirements in the UK

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

Lawful Bases: The legal grounds under which personal data can be processed, including consent, contract, legal obligation, vital interests, public task, and legitimate interests

Data Subject Rights: The rights individuals have over their personal data, including access, rectification, erasure, portability, and objection to processing

Data Retention: Requirements for specifying and adhering to defined periods for keeping personal data, ensuring data is not kept longer than necessary

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

Security Measures: Technical and organizational measures required to protect personal data from unauthorized access, loss, or damage

Controller Information: Mandatory information about the data controller, including contact details and identity

DPO Requirements: Details about the Data Protection Officer if applicable, including their role and contact information

Data Categories: Specification of the types and categories of personal data being processed

Processing Purposes: Clear explanation of why personal data is being collected and processed

Data Recipients: Information about who receives or has access to the personal data, including any third-party processors

Automated Processing: Information about any automated decision-making or profiling, including its significance and consequences for individuals

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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