Data protection policy toolkit
- 8 template policies customisable to your business
- Includes guidance on how to use each policy
- UK GDPR compliant
This data protection policy toolkit provides 8 data protection policy templates you are likely to need to comply with your data protection obligations. It also contains a how-to guide, which tells you how to use each policy.
Data protection policies included in this pack can be customised for your business and include:
- Privacy policy
- Cookie policy
- Data protection policy
- Staff privacy notice
- Data subject request policy
- Data protection impact assessment policy
- Personal data breach policy
Using this data protection policy toolkit helps you to ensure that your staff are aware of how to deal with customers' personal data, you protect your staff members' and customers' personal information, and your business deals with any personal data breaches or subject access requests efficiently.
Complying with your data protection obligations not only means you will avoid being fined by the ICO, but you will also maintain your business's reputation and reduce the risk of staff or customers taking legal action against you.
Q&A
When should I use this toolkit?
This data protection policy toolkit is useful for your business at any time, to help you comply with your legal obligations.
Before setting up a website or dealing with customer data, you should have a privacy policy and cookie policy in place to tell customers how you are dealing with their information.
Other template documents in this toolkit can be used internally to ensure that:
- your staff are aware of how to deal with customers' personal data;
- your business deals with staff members' personal information properly;
- you protect individuals' data while conducting higher risk business activities; and
- you have efficient procedures for dealing with data subject requests and personal data breaches.
What does this toolkit cover?
This toolkit contains 8 data protection policy templates, which can be customised to your business. It also includes guidance on how to use each policy.
The policies included in this toolkit cover privacy and cookies, dealing with staff data during recruitment and employment, dealing with individuals' requests to access their data, dealing with personal data breaches, and more.
Why do I need this toolkit?
Using this data protection policy toolkit helps you to comply with your obligations under data protection law. This not only reduces your risk of being fined by the ICO or having a complaint made against you, but it also means that you will protect your staff and customers' data properly.
Ensuring personal information is protected, and dealing with breaches or subject access requests quickly and efficiently, helps you to maintain your business's reputation, staff goodwill, and customer relationships.
Where can I find out more?
For comprehensive guidance on data protection policies, see Using personal data, policies and record-keeping.
Documents in Toolkit
Cookie policy- Data protection impact assessment policy
- Data protection policy
- Data subject request policy
- How-to guide: Data protection policy toolkit
- Personal data breach policy
- Privacy policy
- Staff privacy notice
- Staff recruitment privacy notice
Related Toolkits
Data breach toolkit
This data breach toolkit guides you through the steps you need to take when you become aware of a personal data breach (such as a staff member sending customer information to the wrong person, or a device containing customer information being lost or stolen). It includes a how-to guide, as well as a pack of the relevant documents you are likely to need. In this data breach toolkit you will find: a personal data breach policy; a template notice for notifying affected individuals; and a template personal data breach register for keeping records of breaches. This data breach toolkit helps you to identify, assess and contain a personal data breach, inform the relevant people, and keep written records of the breach. By using this toolkit, you reduce your risk of being penalised by the ICO. Keeping on top of your data protection processes also helps to maintain your reputation and build customer relationships.
This data breach toolkit guides you through the steps you need to take when you become aware of a personal data breach (such as a staff member sending customer information to the wrong person, or a device containing customer information being lost or stolen). It includes a how-to guide, as well as a pack of the relevant documents you are likely to need. In this data breach toolkit you will find: a personal data breach policy; a template notice for notifying affected individuals; and a template personal data breach register for keeping records of breaches. This data breach toolkit helps you to identify, assess and contain a personal data breach, inform the relevant people, and keep written records of the breach. By using this toolkit, you reduce your risk of being penalised by the ICO. Keeping on top of your data protection processes also helps to maintain your reputation and build customer relationships.
- Personal data breach policy
- Template personal data breach register
- Notice of a personal data breach (affected individuals)
- How-to guide: Data breach toolkit
Data subject request toolkit
This data subject request toolkit guides you through the process of dealing with data subject requests (individuals' requests for access to, changing or deletion of their personal data). This toolkit contains a how-to guide as well as a pack of 22 relevant documents to cover various types of requests. The template documents you will receive in this toolkit include: policies and forms for dealing with data subject requests; letters for acknowledging receipt of a data subject request, verifying the person's identity and asking for further details; letters to give you extensions of time to respond; letters for responding to the request and explaining what further action you will take (such as correction or deletion of the data); letters for supplying data in response to portability requests; and more. By using this data subject request toolkit, you will comply with your legal obligations for dealing with data subject requests. This minimises the risk of someone making a complaint against you or you being penalised by the ICO. Having efficient and proper data protection processes in place also helps to protect customer data, ensure good customer relationships and maintain your business's reputation.
This data subject request toolkit guides you through the process of dealing with data subject requests (individuals' requests for access to, changing or deletion of their personal data). This toolkit contains a how-to guide as well as a pack of 22 relevant documents to cover various types of requests. The template documents you will receive in this toolkit include: policies and forms for dealing with data subject requests; letters for acknowledging receipt of a data subject request, verifying the person's identity and asking for further details; letters to give you extensions of time to respond; letters for responding to the request and explaining what further action you will take (such as correction or deletion of the data); letters for supplying data in response to portability requests; and more. By using this data subject request toolkit, you will comply with your legal obligations for dealing with data subject requests. This minimises the risk of someone making a complaint against you or you being penalised by the ICO. Having efficient and proper data protection processes in place also helps to protect customer data, ensure good customer relationships and maintain your business's reputation.
- How-to guide: Data subject request toolkit
- Data subject request policy
- Subject access request form
- Data transfer request form
- Request form to correct inaccurate or incomplete data
- Request form to delete data
- Request form to stop using data
- Letter acknowledging receipt of data subject request (and requesting verification of ID)
- Letter asking for further information about a data subject request
- Letter confirming no data held in response to data subject request
- Letter explaining reasons for extension of time to respond to data subject requests
- Letter to third party seeking consent to disclosure of information
- Subject access request response template
- Letter confirming that data processing has ceased
- Letter explaining why data processing will continue
- Letter confirming that data has been corrected
- Letter explaining why data will not be corrected
- Letter to party who has been supplied with data to confirm its correction
- Letter confirming that data has been deleted
- Letter explaining why data will not be deleted
- Letter to party who has been supplied data to confirm its deletion
- Letter supplying data in response to a portability request
- Letter supplying data to a third party in response to a portability request
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- How-to guide: Small claims toolkit
- Letter before action
- Witness statement
- Letter of non-attendance for small claims hearing
Redundancy toolkit
This redundancy toolkit guides you through the key steps you need to take to make an employee redundant, and provides a pack of the relevant template documents you are likely to need. You will find guidance and a pack of 9 supporting documents, including letters, notices and agendas, for each step of the redundancy process: Initial steps (considering alternatives and reasons for redundancies); Creating a redundancy pool, applying selection criteria and notifying employees; Carrying out a consultation process; and Making a final decision, calculating payments and terminating employment. It also includes a template letter to offer alternative employment to employees who are at risk of being made redundant. By using this redundancy toolkit, you will ensure that your redundancy process is fair and legally compliant, which reduces the chance of any employees suing you. The guidance in this redundancy toolkit also helps you to ensure you do not make redundancies in a discriminatory way. Use this redundancy toolkit to ensure you are legally compliant without the need for a lawyer.
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- How-to guide: Redundancy toolkit
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- Redundancy - Selection criteria form
- Redundancy - Provisional selection for redundancy letter
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- Redundancy - Outcome of individual consultation meeting
- Redundancy - Invitation to final individual consultation meeting
- Redundancy - Final individual consultation meeting agenda
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- Redundancy - Offer of alternative employment