Fill online: Privacy notice to employees and candidates

Try the first few blanks free and watch the document fill in on the right. Pay, and the whole document opens here to finish and download in Word and PDF.

0 of 54 blanks filled

Leave a blank empty and it stays highlighted in your document, to fill by hand. Your answers are saved in this browser only.

Try the first 5 blanks free. After payment the whole document opens here: every blank, and clean Word and PDF downloads.

Your details

Name of the Company

Fills 3 places in the document.

CIN of the Company

Registered office address of the Company

Version number of the notice

Fills 2 places in the document.

Effective date of the notice

Languages in which the notice is available, from the Eighth Schedule to the Constitution

HR e-mail address for privacy matters

Alternative attendance method, e.g. access card and PIN

Link or HR portal path for withdrawal of consent

Seven

Names of the payroll and HR software providers

Names of the cloud and IT service providers

Name of the background verification agency

Name of the group insurer

Name of the TPA

Name of the insurance broker

Name of the salary bank

Names of the group companies receiving employee data

Data Processor / separate Data Fiduciary

Is not / is

Countries where data is stored or accessed, and the recipients

No country / the following countries

Countries notified under s.16, if any

Six (1)

Eight (1)

Eight (2)

Three (1)

Eight (3)

30 days / 90 days / one year

HR portal or form for updating personal details

HR portal path or link for data rights requests

Name or designation of the grievance officer

E-mail address of the grievance officer

Three (2)

Thirty

Name of the grievance officer

Designation of the grievance officer

Postal address of the grievance officer

Telephone number of the grievance officer

Name and contact details of the Data Protection Officer

Web address of the Data Protection Board's complaint portal

E-mail and the HR portal

Fifteen

English / Hindi / Other language

Name of the employee or candidate

Employee code or application reference

Date of acknowledgement

Title of the vacancy or "any vacancy you apply for"

Six (2)

Twelve

I consent / I do not consent

Link to the candidate privacy page

Link to the full privacy notice

Status of the law on 30.10.2026. The Digital Personal Data Protection Rules 2025 were notified on 13.11.2025 with phased commencement. In force now: the definitions in s.2 and the Data Protection Board provisions (ss.18 to 26) of the Act, and Rules 1, 2 and 17 to 21. From 13.11.2026: s.6(9) and Rule 4 (Consent Managers). From 13.05.2027: the obligations of Data Fiduciaries and the rights of Data Principals (ss.3 to 5, 6(1) to (8) and (10), 7 to 17), the penalty provisions, and Rules 3, 5 to 16, 22 and 23. In January 2026 MeitY consulted on shortening the eighteen-month period; no amendment had been published as at the date stated, but check the Gazette before you issue. Until s.43A of the IT Act 2000 ceases to apply, the SPDI Rules 2011 continue to govern sensitive personal data (bank and payment details, health and medical records, biometric information, passwords): a privacy policy (rule 4), consent in writing before collection (rule 5(1)), a grievance officer who redresses grievances within one month (rule 5(9)), disclosure only with consent or as the law requires (rule 6), transfer only to a recipient ensuring the same level of protection (rule 7), and reasonable security practices (rule 8). This notice is drafted to meet both regimes: issue it now, and re-issue it to existing employees before 13.05.2027, because s.5(2) requires notice to be given for consents taken before commencement as soon as reasonably practicable.

Most employee data is processed under the legitimate use for employment in s.7(i), for which the Act does not require a notice. The notice is still given because the SPDI Rules require a privacy policy now, because Rule 3 prescribes its content wherever consent is sought (paragraph 5 and the consent form), and because a Data Principal cannot exercise rights she does not know of. Keep it standalone and in plain language (Rule 3(a) and (b)). Publish it on the intranet or HR portal and, for candidates, on the careers page with the short notice in Annexure A.

[Name of the Company] · [CIN of the Company] · Registered office: [Registered office address of the Company]

PRIVACY NOTICE TO EMPLOYEES AND CANDIDATES

Version [Version number of the notice] · Effective from [Effective date of the notice]

The rest of this format (40 more paragraphs and tables) opens here after payment, to fill in the same way.

₹199 + GST, for the finished document, Word and PDF

The short sample is the opening of the document with your details, marked SAMPLE.

A drafted format for your use. It is not legal advice; for a complex matter, consult a professional. About this format