F-HR6 Employee Personal Details Register
| File Reference : | F-HR6 Employee Personal Details Register |
When I audit personnel records, I want one place that tells me where each employee's data is held and what has been checked. This register is that overview, and it doubles as a data-protection retention record.
This form template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:
- Form number and title
- Information-classification
- Version
- Page number / total pages
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Employee Personal Details Register Template
A workforce register that records, for each employee, where their personal data is held, what documents and checks are on file, and when records are cleared down. It sits above the individual personal details forms and gives you a single overview of the personal data you hold across your people.
Under the UK GDPR and the Data Protection Act 2018 you need to know what personal data you hold, why, and when it will be deleted. This register gives you that accountability record for personnel data, and supports the people-management records which you may be expected to keep.
Built for Data Protection Accountability
The register captures what a compliant personnel record needs at a workforce level:
- Each employee's name, position, start and leave dates and payroll number
- Where each person's personnel file and documents are held or stored
- A record of references and background checks - proof of identity and right to work
- A deletion log recording what has been cleared down, when and by whom
What's Included in this Employee Personal Details Register
The register is set out as a single overview of your workforce:
- Employee summary - name, position, start date, leave date, term or status and employee or payroll number
- Records held - personnel file and documents, where held or stored, with a retention and deletion log
- References and checks - proof of identity, right-to-work and background checks held on file
Who Needs an Employee Personal Details Register?
Any organisation that holds personnel data for more than a handful of people benefits from a single register of what is held and where. It suits any small or growing business that wants data-protection-ready personnel records, and supports the people-management records expected under ISO 9001 and a data protection regime aligned with UK GDPR.
Pairs with the Employee Personal Details Form
This register works hand in hand with the F-HR1 Employee Personal Details form - the individual record completed for each employee, which this register then tracks and controls across the workforce.