HR Data Treatment Form

HR Data Treatment Form

Employee/Applicant Name:   Employee ID (if assigned):

Personal Information

Position Information

Proposed Start Date:   Salary / Compensation:

Employment History (Most Recent)

From:   To:

Employment History (Prior)

From:   To:

Education

Graduation Date:

References

Data Collected and Processing Activities

The Employer collects and processes personal data for recruitment, onboarding, payroll, benefits administration, compliance, and occupational health and safety. Select the categories of data you understand may be collected and processed:

Identity data (name, date of birth, national ID)    Contact data (address, phone, email)

Employment history and references    Education and qualifications

Financial data (bank details for payroll)    Background and criminal record checks

Health and medical data (occupational health)    Biometric or access-control data

Purpose, Legal Basis, and Retention

Purpose(s) of processing: recruitment, hiring decisions, payroll administration, benefits administration, statutory reporting, safety compliance, lawful retention and dispute resolution.

Lawful basis for processing (select all that apply):

Consent    Performance of contract    Legal obligation    Legitimate interest

Transfers, Security, and Access

Data may be accessed by HR, payroll, internal legal, occupational health, managers on a need-to-know basis, and by third-party processors engaged to provide payroll, benefits, background screening, and IT services. Reasonable technical and organizational measures will be implemented to protect data from unauthorized access, disclosure, alteration, or destruction.

International transfer of personal data may occur where third-party processors operate outside the jurisdiction. Where applicable, transfers will be subject to appropriate safeguards as required by applicable law.

Rights, Withdrawals, and Consequences

You have rights to access, correct, restrict processing, object to processing, request portability, and request erasure where applicable under law. Where processing is based on consent, you may withdraw consent at any time by notifying HR. Withdrawal of consent does not affect processing carried out prior to withdrawal. Refusal to provide required personal data may prevent completion of employment onboarding, payroll, or fulfillment of legal obligations.

Acknowledgement: I acknowledge that I have been informed of the categories of personal data collected, the purposes of processing, retention period, and my legal rights.

Background Checks and References

Authorization: By checking the boxes below, I authorize the Employer to obtain references, conduct background checks, verify employment history and education, and obtain credit or criminal record checks where permitted and relevant to the position.

I authorize contact with the references provided.    I authorize background and screening checks as required.

Sensitive Data: Where processing of sensitive personal data (health, criminal records, biometric) is required for the role, I give explicit consent for such processing where necessary and permitted by law.

Equal Opportunity and At-Will Employment

Equal Employment Opportunity: The Employer is an equal opportunity employer. Employment decisions are made without regard to protected characteristics as defined by applicable law.

At-Will Employment: Unless a separate written employment agreement states otherwise, employment is at-will. Either the employee or the Employer may terminate employment at any time, with or without cause and with or without notice, subject to applicable law.

Applicant Certification and Consent

I certify that all information provided on this form is true, complete, and correct to the best of my knowledge. I understand that any misrepresentation or omission may disqualify me from consideration or be grounds for termination if hired.

I authorize the Employer and its agents to collect, store, and process my personal data for the purposes described in this form, and to disclose such information to third-party service providers or authorities where required for legal or administrative purposes.

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