GDPR: Which policies and documents have been updated?

We provide a list of model policies and documents in which the sample wording has been updated to comply with the General Data Protection Regulation (GDPR), which is in force from 25 May 2018.

The introduction of the GDPR means that employers should review their documentation to ensure that: data protection and privacy considerations are embedded; only the minimum amount of personal data is collected and processed for a specific purpose; there is a legal basis for processing personal data; and individuals whose personal data is being processed are provided with privacy notices.

The "About this resource" box in the top right hand corner of each model document sets out the latest updates and allows you to navigate to where our document has been amended in light of the introduction of the GDPR.

Adoption leave and pay

• Adoption leave policy (adoption within UK)
• Adoption leave policy (adoption from overseas)
• Form for notification of employee's intention to take adoption leave (adoption within UK)
• Form for employee to provide notification of intention to take adoption leave (adoption from overseas) - part one
• Form for employee to provide notification of intention to take adoption leave (adoption from overseas) - part two
• Form for employee to provide notification of intention to take adoption leave (adoption from overseas) - part three
• Letter responding to employee who has notified intention to take adoption leave
• Letter inviting employee to meeting to discuss request to return from adoption leave on part-time basis

Bribery

• Anti-bribery policy

Criminal convictions

• Safeguarding: Recruiting people to work with children and/or vulnerable adults policy
• Recruitment of people who have criminal record policy

Disciplinary procedures

• Disciplinary procedure
• Procedure on conducting disciplinary investigation
• Letter inviting employee suspected of misconduct to investigatory meeting
• Letter inviting witness to investigatory meeting
• Letter informing employee suspected of misconduct that an investigation will be taking place
• Letter inviting witness to disciplinary meeting

Equal opportunities

• Equality, diversity and inclusion (EDI) policy
• Policy on investigating claims of bullying and harassment
• Policy on dealing with bullying and harassment complaints
• Equality, diversity and inclusion (EDI) monitoring form
• Equal opportunities policy relating to disability
• Tailored reasonable adjustments plan for disabled employee
• Question on an application form asking an individual if they require any reasonable adjustments to be made for an interview due to disability
• Question in a job offer letter asking an individual if they require any reasonable adjustments to be made due to disability
• Question on an application form asking an individual if they require any reasonable adjustments to be made in the shortlisting process due to disability
• Transgender and non-binary equality policy
• Supporting employee who is transitioning action plan
• Supporting employees with HIV and AIDS policy

Exit interviews and separation questionnaires

• Exit interview form
• Separation questionnaire

Grievance procedures

• Grievance procedure
• Collective grievance procedure
• Form for employee to raise formal grievance
• Form for employee to appeal grievance decision
• Form for employee to confirm retraction of grievance
• Letter inviting witness to investigatory meeting regarding another employee's grievance

Health and safety

• Health and wellbeing policy
• Stress at work policy
• Employee assistance programme policy
• Supporting staff experiencing domestic abuse policy
• Hazard identification and risk assessment policy
• Lone working policy
• Young person risk assessment form
• Night work health assessment record
• Health and safety induction training policy
• Risk assessment form for new and expectant mothers
• Violence/aggression at work policy
• Accident investigation policy
• Alcohol and drug testing policy
• Infectious diseases at work policy
• Work equipment policy
• Work equipment assessment record
• Display screen equipment policy
• Eye and eyesight testing policy
• Display screen equipment assessment record
• Form for employee to request eye and eyesight test
• Letter authorising, and confirming arrangements for, eye and eyesight test
• First-aid policy
• Control of substances hazardous to health policy
• Control of substances hazardous to health assessment record
• Manual handling policy
• Manual handling assessment record
• Personal protective equipment policy
• Risk assessment form for pregnant employees whose job involves travelling

Mediation

• Mediation policy

Ordinary parental leave

• Ordinary parental leave policy
• Form for employee to make request for ordinary parental leave
• Letter to employee confirming that they are taking ordinary parental leave

Paternity leave and pay

• Paternity leave policy (for births/adoptions before 6 April 2024)
• Form for employee to request paternity leave and pay (birth before 7 April 2024)
• Letter responding to request for paternity leave confirming leave entitlement (birth)
• Letter responding to request for paternity leave in birth situation confirming leave entitlement but not pay
• Form for employee to request paternity leave and pay (adoption within UK before 6 April 2024)
• Letter responding to request for paternity leave confirming leave entitlement (adoption within UK)
• Letter responding to request for paternity leave in UK adoption situation confirming leave entitlement but not pay

Pay and benefits

• Pay review policy
• Bonuses policy
• Company car policy
• Payroll-giving policy
• Long-service awards policy
• Loans policy
• Loan request form

Pregnancy and maternity leave and pay

• Maternity leave policy
• Form for notification of employee's intention to take maternity leave
• Letter responding to employee who has notified intention to take maternity leave
• Letter inviting new or expectant mother to meeting to discuss removing or reducing health and safety risks
• Letter inviting employee to meeting to discuss request to return from maternity leave on part-time basis

Probation

• Probation policy
• Letter inviting employee to meeting to discuss progress during probation
• Letter to employee on probation following internal transfer or promotion

Protecting your business

• Stop and search policy
• Stop and search consent form

Recruitment

• Recruitment policy
• Letter to accompany job application form
• Letter acknowledging receipt of job application form
• Letter making conditional offer of employment
• Form for an individual to apply for a manual post
• Form for an individual to apply for a non-manual post
• Contract clause setting out job description for a junior post
• Contract clause setting out job description for a senior manager
• Letter offering permanent employment to agency worker
• Policy on psychometric testing

Redundancy

• Redundancy policy
• Letter informing employee of proposed redundancies (individual consultation)
• Policy on alternatives to redundancy
• Policy on selection for redundancy
• Letter inviting employee to first meeting to discuss their provisional selection for redundancy (individual consultation)
• Letter inviting employees to apply for voluntary redundancy
• Application form for voluntary redundancy
• Letter inviting employee to meeting to discuss voluntary redundancy terms
• Letter informing employee of outcome of voluntary redundancy application
• Letter informing employees that deadline to apply for voluntary redundancy has passed
• Letter notifying trade union or employee representatives that, due to voluntary redundancies, no compulsory redundancies are necessary
• Letter informing trade union or employee representatives of proposed redundancies (collective redundancy consultation)
• Letter to trade union or employee representatives permitting access to employees (collective redundancy consultation)
• Electing employee representatives procedure (collective redundancy consultation)
• Letter to affected employees initiating process for electing employee representatives (collective redundancy consultation)
• Letter to notify successfully nominated individuals that they will stand for election as employee representatives (collective redundancy consultation)
• Letter to election candidates announcing result of election for employee representatives (collective redundancy consultation)
• Letter withdrawing notice of redundancy because of change in circumstances
• Letter notifying employee of their provisional selection for redundancy in Northern Ireland (situation involving fewer than 20 employees)
• Letter giving employee notice of dismissal for redundancy in Northern Ireland (situation involving fewer than 20 employees)
• Letter inviting employee to redundancy appeal hearing in Northern Ireland (situation involving fewer than 20 employees)
• Letter informing employee of outcome of redundancy appeal hearing in Northern Ireland (situation involving fewer than 20 employees)

References

• Letter to employee explaining explicit consent is required for special category personal data to be disclosed in reference
• Form for employee to provide explicit consent to disclose special category personal data in reference

Retirement

• Retirement policy (no compulsory retirement age)
• Form for employee to give notice to retire
• Letter inviting employee to meeting to discuss retirement arrangements
• Letter inviting an employee who has indicated their plan to retire to a meeting to discuss their progress towards retirement
• Letter inviting employee to meeting to discuss forthcoming retirement

Right to request flexible working

• Flexible working requests policy (requests submitted before 6 April 2024)
• Form for employee to submit flexible working request (requests submitted before 6 April 2024)
• Letter inviting employee to meeting to discuss flexible working request (submitted before 6 April 2024)
• Letter asking employee to resubmit invalid flexible working request (submitted before 6 April 2024)
• Form for employee to withdraw flexible working request

Right to work in the UK

• Employing workers from overseas policy
• Letter asking job applicant to provide evidence of right to work in UK

Shared parental leave and pay

• Shared parental leave policy (birth)
• Shared parental leave policy (adoption)
• Form for mother to curtail their maternity leave for purpose of shared parental leave
• Form for mother to provide notice of entitlement and intention to take shared parental leave
• Form for partner to provide notice of entitlement and intention to take shared parental leave
• Form for adopter to curtail their adoption leave for purpose of shared parental leave
• Form for adopter to provide notice of entitlement and intention to take shared parental leave (adoptions within the UK)
• Form for adopter to provide notice of entitlement and intention to take shared parental leave (adoptions from overseas)
• Letter confirming continuous period of shared parental leave
• Letter agreeing to discontinuous periods of shared parental leave
• Letter inviting employee to meeting to discuss request for discontinuous periods of shared parental leave

Sickness and sick pay

• Short-term sickness absence policy
• Long-term sickness absence policy
• Obtaining medical reports policy
• Sickness absence self-certification form
• Letter confirming outcome of stage 1 short-term sickness absence meeting
• Letter confirming outcome of stage 2 short-term sickness absence meeting
• Letter confirming outcome of stage 3 short-term sickness absence meeting
• Letter confirming outcome of short-term sickness absence appeal hearing
• Letter confirming outcome of stage 1 long-term sickness absence meeting
• Letter to employee requesting consent to obtain medical report from employee's own doctor/consultant
• Form seeking employee's consent to obtain medical report from employee's own doctor/consultant
• Letter requesting employee attends medical examination with occupational health
• Letter confirming what has been agreed following short-term sickness absence return-to-work meeting
• Form to record short-term sickness absence return-to-work meeting
• Record of home visit to employee on long-term sickness absence
• Letter requesting that an employee attend a medical examination
• Form for an employee to consent to a medical examination

Termination of employment

• Letter informing competitor of contractual obligations of employee on garden leave
• Letter confirming termination date and final payments to employee who has resigned
• Letter responding to employee's resignation
• Letter accepting withdrawal of employee's resignation
• Letter responding to employee's resignation confirming payment in lieu of notice
• Letter responding to employee's resignation requiring period of garden leave

Time off work

• Time off for medical and dental appointments policy
• Time off for dependants policy
• Compassionate leave policy
• Supporting carers policy
• Fertility treatment policy
• Time off for surgery policy

Training and development

• Performance appraisal policy
• Training and development policy
• Form for employee to submit request in relation to study or training
• Requests in relation to study or training policy
• Letter inviting employee to meeting to discuss request in relation to study or training

Transfer of undertakings

• Letter from transferor informing employee representatives or affected employees about transfer and proposed measures
• Letter from transferor to individual employees confirming transfer of employment
• Letter from transferor inviting employee representatives or affected employees to consultation meeting to discuss proposed measures
• Letter from transferor to notify transferee of employee liability information
• Letter from a transferor to a transferee seeking assurances that employee information disclosed will be safeguarded
• Electing employee representatives procedure (informing and consulting on TUPE transfer)
• Letter to affected employees initiating process for electing employee representatives (informing and consulting on TUPE transfer)
• Form for affected employees to nominate candidates for election as employee representatives (informing and consulting on TUPE transfer)
• Letter to candidates for election as employee representatives (informing and consulting on TUPE transfer)
• Letter to affected employees confirming details of forthcoming election of employee representatives (informing and consulting on TUPE transfer)

Underperformance

• Performance improvement procedure
• Letter inviting employee to performance review meeting

Use of technology and employee monitoring

• Use of email, instant messaging and internet at work policy
• Use of mobile phones at work policy
• Making personal telephone calls at work policy
• Use of hand-held or portable electronic devices policy
• Use of social media policy
• Use of CCTV policy
• Use of personal devices for work/bringing your own device to work policy

Variation of contract

• Varying terms and conditions procedure
• Letter informing trade union or employee representative of proposed changes to contract terms (where change affects 20 or more employees)
• Letter informing affected employees of proposed changes to contract terms (where change affects 20 or more employees)
• Letter inviting trade union or employee representative to consultation meeting to discuss proposed changes to contract terms (where change affects 20 or more employees)
• Letter inviting employee to consultation meeting to discuss proposal to change contract terms (in exercise of contractual right)

Volunteering

• Volunteer leave policy
• "Employing" volunteers policy

Whistleblowing

• Whistleblowing policy

Working hours

• Temporary reduced working hours policy
• Temporary increased working hours policy