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Data Privacy Acknowledgement

The data privacy acknowledgement does two jobs: it informs the employee how the company collects and uses their own personal data for employment, and it records the employee’s commitment to protect the personal data of customers and colleagues they handle at work. It supports compliance with India’s data protection framework.

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[Company Logo][Company Name]

DATA PRIVACY ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Date:: [Date]

Part A: How We Use Your Personal Data

[Company Name] collects your personal data, such as your name, contact details, PAN, bank details, Aadhaar (last 4 digits / masked copy), educational and employment history, emergency contacts and attendance records, to manage your employment, payroll, statutory contributions, insurance and compliance.

Your data is shared only with those who need it, such as payroll processors, EPFO/ESIC, insurers, auditors and authorities where required by law.
Your data is kept securely and for as long as needed for employment and legal purposes.
You may ask to see or correct your data, or raise a concern, with [Privacy Contact Name, Email].

Part B: Your Duty to Protect Personal Data

I will access personal data of customers and colleagues only when my job requires it.
I will not share, copy or download personal data except as authorised.
I will not use personal data for any purpose other than the one it was collected for.
I will store and send personal data only through approved systems.
I will report any loss or unauthorised disclosure of personal data immediately to [Privacy Contact].

I acknowledge that I have read the [Company Name] Privacy Policy and this notice, and I agree to follow them.

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Notice of what employee data is collected and why
Who it is shared with (payroll, PF, insurers)
Employee rights and the privacy contact
Duty to protect others’ personal data
Breach reporting
Signatures

When to use it

At joining, when collecting personal data for HR and payroll
For roles that handle customer personal data, such as sales or support
When the company updates its privacy notice
For HR, payroll and recruitment teams

How to customise this template

1List the actual data you collect and the purposes
2Name your privacy or grievance contact
3Add third parties such as payroll vendors and insurers
4Have it reviewed against current data protection rules

HR tips

Collect only the data you need; use masked Aadhaar
Keep the notice in simple language
Restrict access to employee files
Update the form when processing changes

This template is a starting point. Review it against current data protection law and rules, your privacy policy and company policies, with a legal adviser where needed.

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Frequently asked questions

Why do employers need a data privacy acknowledgement?+

It tells employees how their data is used and records their commitment to handle others’ personal data responsibly.

Can an employer collect full Aadhaar?+

Collect only what is needed. For most HR purposes a masked copy or the last four digits is enough.

Who should employees contact about their data?+

The privacy or grievance officer named in the form.

All 50 onboarding & induction →

[Company Logo][Company Name]
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Handbook Version:
[Version]
Date Received:
[Date]
Declaration
I, [Employee Name], acknowledge that I have received a copy of (or online access to) the [Company Name] Employee Handbook, version [Version], dated [Date].
1. I have read the handbook and understood its contents.
2. I had the opportunity to ask HR about anything that was unclear.
3. I agree to follow the policies and procedures described in it.
4. I understand that the handbook summarises company policies and that my appointment letter and applicable law prevail where they differ.
5. I understand that the company may revise the handbook, and I will follow revised versions once they are communicated to me.
I also understand that detailed policies referred to in the handbook are available at [Policy Portal / HR Office], and that I should consult them or HR when in doubt.
Employee
[Employee Name]
Signature: ____________
Date: [Date]
Received by HR
[HR Name]
Signature: ____________
Date: [Date]
Form · Word
Employee Handbook Acknowledgement
Download .docx

[Company Logo][Company Name]

CODE OF CONDUCT ACKNOWLEDGEMENT AND DECLARATION

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Code Version:: [Version]
Date:: [Date]

I have received and read the [Company Name] Code of Conduct, version [Version]. I understand it applies to me in all my work for the company, inside and outside the workplace.

My Commitments

I will act honestly and with integrity in all dealings.
I will not offer, give or accept bribes or improper payments.
I will follow the gifts and hospitality rules and declare gifts as required.
I will avoid situations where my personal interests conflict with the company’s interests, and disclose any that arise.
I will treat colleagues, customers and vendors with respect and will not harass or discriminate against anyone.
I will protect company assets and confidential information.
I will report any breach I become aware of through the channels provided, and I understand the company does not permit retaliation for good-faith reports.

Conflict of Interest Disclosure

Do you or a close relative hold an interest in any vendor, customer or competitor? (Yes / No – details)
Do you hold any outside employment, directorship or business? (Yes / No – details)
Is any close relative employed with the company? (Yes / No – name and department)

Form · Word

Code of Conduct Acknowledgement

Download .docx

[Company Logo][Company Name]

HR POLICY ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Date of Joining:: [Date of Joining]

I confirm that I have received, read and understood the following policies of [Company Name]:

S. No.	Policy	Version / Date	Acknowledged (Tick)
1	Leave and Holiday Policy	[Version / Date]	[ ]
2	Attendance and Working Hours Policy	[Version / Date]	[ ]
3	Code of Conduct	[Version / Date]	[ ]
4	Prevention of Sexual Harassment (POSH) Policy	[Version / Date]	[ ]
5	IT Acceptable Use Policy	[Version / Date]	[ ]
6	Data Privacy Policy	[Version / Date]	[ ]
7	Travel and Expense Policy	[Version / Date]	[ ]
8	Separation and Exit Policy	[Version / Date]	[ ]

Declaration

I agree to comply with these policies as amended from time to time. I understand that revised versions will be communicated to me by email or on [Policy Portal], and that I may contact HR for clarification. I understand that non-compliance may lead to action under the company’s disciplinary procedure.

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

Form · Word

HR Policy Acknowledgement

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[Company Logo][Company Name]
CONFIDENTIALITY ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date:
[Date]
During my employment with [Company Name], I will have access to information that is not public. I acknowledge that this includes, for example:
- Business plans, pricing, costs and financial information
- Customer, vendor and partner lists and their data
- Product designs, processes, software and know-how
- Employee salary and personal information
- Any information marked or reasonably understood as confidential
I Confirm That
1. I will use confidential information only to do my job.
2. I will not disclose it to anyone outside the company, or to colleagues who do not need it.
3. I will not copy, email to personal accounts, photograph or remove confidential material without authorisation.
4. I will report any accidental disclosure to my manager immediately.
5. On leaving the company, I will return all documents and data, and I will continue to keep the information confidential.
I understand that breach of confidentiality may result in disciplinary action and that the company may take other remedies available under law.
Form · Word
Confidentiality Acknowledgement
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[Company Logo][Company Name]

NON-DISCLOSURE AGREEMENT (NDA) ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
NDA Reference:: [Reference Number]
NDA Signed On:: [Date]

Part A: Company NDA

I, [Employee Name], confirm that on [Date] I signed the Non-Disclosure Agreement with [Company Name], reference [Reference Number]. I confirm that:

I was given time to read the NDA and to seek clarification or independent advice.
I understand the definition of confidential information and my obligations under it.
I have received a signed copy for my records.
I understand the obligations continue after my employment ends for the period stated in the NDA.

Part B: Client / Project NDAs

Client / Project	NDA Reference	Date Briefed	Employee Initials
[Client Name]	[Reference Number]	[DD/MM/YYYY]	[Initials]
[Client Name]	[Reference Number]	[DD/MM/YYYY]	[Initials]
[Client Name]	[Reference Number]	[DD/MM/YYYY]	[Initials]

Form · Word

NDA Acknowledgement

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[Company Logo][Company Name]
IT SECURITY ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Briefing Date:
[Date]
Briefed By:
[IT Executive Name]
I have attended the IT security briefing and agree to follow these rules on all company devices, accounts and networks:
Access and Passwords
- I will keep my password private and will not share my account with anyone.
- I will use multi-factor authentication wherever enabled.
- I will lock my screen whenever I leave my device.
Devices and Software
- I will not install software that is not approved by IT.
- I will not use unapproved USB drives or external storage.
- I will not disable antivirus, encryption or update settings.
- I will connect to company systems remotely only through approved VPN or tools.
Form · Word
IT Security Acknowledgement
Download .docx

[Company Logo][Company Name]

ACCEPTABLE USE POLICY ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
AUP Version:: [Version]
Date:: [Date]

This acknowledgement covers all IT resources of [Company Name], including computers, laptops, mobile devices, networks, email, cloud applications and any personal device used to access company data.

Permitted	Prohibited
Using systems for company business	Accessing, storing or sharing obscene, hateful or illegal content
Limited personal use during breaks that does not affect work	Running a personal business or freelance work on company systems
Approved cloud and AI tools for work	Uploading confidential data to unapproved tools or websites
Accessing email on a personal phone with approved security settings	Sharing accounts or bypassing security controls
Reporting suspected misuse to IT	Downloading pirated software, media or files

Monitoring

I understand that company systems and accounts may be monitored and logged for security, compliance and investigation purposes, and that I should not expect privacy for content created or stored on company systems.

Personal Devices

Form · Word

Acceptable Use Policy Acknowledgement

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[Company Logo][Company Name]
EMAIL USAGE ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Official Email ID:
[Email ID]
Date Issued:
[Date]
I acknowledge that the official email account [Email ID] has been issued to me for company business, and that the account and all messages in it belong to [Company Name].
I Agree To
- Use official email for business communication, in a professional and courteous tone.
- Use the standard company email signature.
- Check recipients carefully, especially before sending attachments to external addresses.
- Use BCC for large external distribution lists to protect addresses.
- Share large or confidential files through [Approved File-Sharing Tool] rather than as attachments.
- Report suspicious emails to [IT Helpdesk Email] without clicking links.
I Will Not
- Forward or auto-forward company email to a personal email account.
- Use official email to register for personal websites or services.
- Send chain mails, offensive content or unsolicited bulk mail.
- Make commitments to clients or vendors beyond my authority by email.
- Delete emails in breach of the retention policy.
Form · Word
Email Usage Acknowledgement
Download .docx

Data Privacy Acknowledgement

Preview of the form

Part A: How We Use Your Personal Data

Part B: Your Duty to Protect Personal Data

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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