HR Security Charter

HR SECURITY CHARTER

Organization Name:

Effective Date:    Applies To:

Personal Information

Position Information

Proposed Start Date:    Salary / Rate:

Employment History

Employer 1 — Company

Dates Employed: From to

Employer 2 — Company

Dates Employed: From to

Education

Graduation Date:

References

Reference 1

Reference 2

Reference 3

Legal Disclosures

At-Will Employment: Employment with the organization is at-will unless otherwise specified in a signed written agreement. Either the employee or the organization may terminate employment at any time, with or without cause or prior notice. This statement does not alter any written contract entered into with the organization.

Equal Opportunity: The organization provides equal employment opportunity without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other status protected by law. Employment decisions are based on business needs, job requirements, and individual qualifications.

Security Charter Provisions

Purpose and Scope: This Charter establishes mandatory human resources controls, roles, and procedures to protect personal, employment, and confidential information under the custody of the organization. It applies to all employees, contractors, contingent workers, and third-party service providers who have access to personnel or HR systems.

Definitions and Data Classification

Confidential HR Data: Information that, if disclosed, could result in harm to an employee or the organization. Examples include social security numbers, payroll data, medical records, disciplinary records, immigration documentation, and performance evaluations. Such data must be handled in accordance with the controls described below.

Roles and Responsibilities

HR Director: The HR Director is accountable for the establishment, maintenance, and enforcement of HR security controls, periodic review of access rights, and coordination of incident response for personnel records.

HR Staff: HR staff must apply the principle of least privilege when accessing records, ensure secure transmission and storage of confidential data, and document access or disclosures in an auditable manner.

Employees and Contractors: Individuals must protect their credentials, access only information necessary to perform job duties, report suspected data breaches immediately, and comply with data handling and retention rules.

Access Control, Onboarding and Offboarding

Access Requests: Access to HR systems must be requested in writing and approved by the employee's manager and HR Director. Access privileges will be provisioned in accordance with job function and removed promptly upon termination or role change.

Offboarding: HR must ensure revocation of system access, retrieval or secure disposal of company-owned devices, and preservation of required records. Departing personnel must return all physical credentials and complete an exit clearance.

Background Checks and Vetting

Background Screening: Conditional employment offers may be contingent upon successful completion of background checks commensurate with role sensitivity. Background checks will be conducted in compliance with applicable law and documented in the employee file.

Training and Awareness

Mandatory Training: All personnel with access to HR information must complete initial security training and periodic refresher training. Training completion will be tracked and retained as evidence of compliance.

Incident Reporting and Response

Reporting Obligations: Any suspected or confirmed unauthorized access, disclosure, loss, or theft of HR Data must be reported immediately to HR and the designated security incident coordinator. HR will document the incident, coordinate containment, and notify affected individuals if required.

Records Retention and Audit

Retention: HR records will be retained in accordance with legal, regulatory, and business requirements. Destruction of records must be performed in a secure and auditable manner after retention periods expire.

Audit: HR processes and access logs will be subject to periodic internal audit to confirm compliance with this Charter and identify control improvements.

Sanctions and Amendments

Sanctions: Violation of the provisions of this Charter may result in disciplinary action up to and including termination of employment and legal action when appropriate.

Amendments: The organization reserves the right to modify this Charter. Material changes will be communicated to staff and, where required, acknowledged by employees.

Applicant / Employee Certification and Authorization

I certify that the information provided in this form is true and complete to the best of my knowledge. I understand and agree to comply with the obligations, controls, and reporting requirements set forth in this HR Security Charter. I acknowledge that failure to comply may result in disciplinary action.

Additional Notes (HR Use)

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