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Employee Privacy Notice Template: A Form Certified by a Licensed Saudi Lawyer
- Category
- Employment and HR
- Language
- Arabic + English
- Format
- Editable DOCX
CERTIFICATION RECORD
This template was prepared and reviewed by a licensed Saudi lawyer and is kept current as the Kingdom's regulations change.
Where an Arabic and an English text exist, the Arabic text prevails
A notice telling employees what data the company collects, why, where it is stored, and whom to contact, under the Personal Data Protection Law.
A single employee file holds more personal data than any customer record: identity, address, bank account, salary, medical reports, and sometimes dependants' details. The Personal Data Protection Law does not distinguish between customer data and employee data, yet most companies attend to the privacy policy on their website and forget that the employee is a data subject too, with a right to know what is collected about them and why. Sighaty template E-17 is a privacy notice addressed to employees, publishing what the company collects and for what purpose, where it is stored, whom it is shared with, and who the privacy contact is, in two parallel languages with the Arabic text prevailing on any difference.
Get the Employee Privacy Notice TemplateE-17What this notice is and when you need it
A privacy notice is a document handed to the employee or circulated to them, explaining in plain language what personal data the company processes about them, for what purpose, how it is kept and with whom it is shared, and what their rights are and how to exercise them. It is the internal counterpart of the privacy policy published for customers, and it closes a loop many leave open. A company needs it for new hires as part of the onboarding pack, and it needs it as a standing document for all existing staff too, because processing their data is continuous rather than tied to the moment of signing.
- Including the privacy notice in the new-hire onboarding pack.
- Publishing the contact point an employee approaches about their data.
- Documenting where employee data is stored and which providers are used.
What the smart-fill asks and what you receive
The questions are short because the substance of the notice is standardized and what varies is the company's identity and its contact channels. The smart-fill asks for the company's legal name, its commercial registration number, and its National Address, the details that identify who is responsible for processing employee data. It then asks for the privacy contact by name or by role, the dedicated privacy email, and an optional phone number. Finally it asks where data is stored and which providers are used, the question that makes the notice truthful instead of a generic line about keeping data securely.
Within minutes you receive a formatted bilingual notice ready to circulate or attach to the onboarding pack, editable before approval. The parallel English version matters here in particular, because a notice does not do its job if the employee it addresses cannot read it.
Why a lawyer-certified template beats a free download
The privacy notices circulating for free are mostly lifted from European or American data protection regimes, so they carry terms, rights, and deadlines that do not match the Saudi framework, and they address a customer rather than an employee. The Sighaty template is certified by a licensed Saudi lawyer and written for the Personal Data Protection Law and for the employment context specifically, and it is updated as regulations change. An inaccurate notice is not neutral, because it is a written promise by the company against which its later conduct is measured.
Frequently asked questions
Is signing the employment contract enough without a privacy notice?
The employment contract governs the working relationship; it does not explain how the employee's personal data is processed. The notice is a separate document whose purpose is to inform: what data is collected, why, where it is kept, with whom it is shared, and whom the employee approaches about it. That is why both documents go out together in the onboarding pack, each doing a job the other does not.
Why does the template ask about the storage location and providers?
Because informing loses its value when it is generic. Most companies keep personnel files in HR systems, cloud services, or with an external accounting firm, and that is information the employee deserves. Naming the storage location and the providers in the notice makes it a description of your actual setup rather than an idealized text that does not match what happens.
Does the notice suit existing employees or only new hires?
It suits both. New hires receive it in the onboarding pack, and existing staff are circulated it because processing their data is live and ongoing, not tied to the moment of signing. Companies starting late issue the notice once to everyone, then make it a fixed part of the hiring procedure.
The content is general guidance, not legal advice; consult a licensed lawyer for your specific case.