Data protection policy template
Safeguard personal and business data with clear guidelines on collection, storage, access, retention and disposal. Support compliance with the Privacy Act 1988 (as amended) and Australian Privacy Principles, and protect your organisation from data breaches.
Data protection policy
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Why your business needs a data protection policy
Under the Privacy Act 1988 and Australian Privacy Principles (APPs), organisations must handle personal information responsibly and transparently. A data protection policy sets clear expectations for how data is collected, stored, accessed and destroyed.
Data breaches can result in significant regulatory penalties, legal liability and reputational damage. Having documented controls and procedures demonstrates your commitment to data security and helps you respond effectively when incidents occur.
With mandatory data breach notification laws in effect, organisations must have clear procedures for detecting, containing and reporting breaches. A comprehensive data protection policy ensures everyone understands their responsibilities and follows consistent practices.
Key elements of a data protection policy
What your data protection policy should cover
Data classification
Categories of data and their sensitivity levels.
Collection principles
How personal and business data should be collected.
Storage requirements
Secure storage and access controls for data.
Sharing restrictions
Rules around sharing data internally and externally.
Retention periods
How long different types of data are kept.
Disposal procedures
Secure destruction of data no longer needed.
What's included in this template
Comprehensive coverage of data protection requirements
Purpose & scope
Why the policy exists and which data and employees it covers.
Policy statement
Commitment to protecting data and respecting privacy rights.
Privacy Act obligations
Reference to Privacy Act 1988, Australian Privacy Principles and data protection laws.
Data classification
Categories of data based on sensitivity and business impact.
Data collection
Lawful and transparent methods for collecting personal and business data.
Data storage and security
Technical and physical safeguards protecting data from unauthorized access.
Data access and sharing
Who can access data, approval processes and third-party sharing rules.
Data retention
Retention schedules for different data types based on legal and business needs.
Data disposal
Secure destruction methods and certification requirements for disposed data.
Breach notification
Protocol for detecting, responding to and reporting data breaches.
Who should use this template?
Essential for organisations handling personal data
Legal disclaimer
This template is designed to reflect Australian privacy and data protection law requirements at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry and specific data handling practices. For businesses handling sensitive or high-risk data, seek independent privacy legal advice.
Regulatory sources
This template is aligned with Australian workplace and privacy requirements.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.