P4 Software P4 Software / Ridgeline Policy Center

🔒 HR-POL-007 Employee Data Privacy

Acknowledgment required. Every employee and contractor must read this policy and confirm it in the HR portal. New revisions require a new acknowledgment.

FieldDetail
CompanyRidgeline Copper Operations (fictional sample company)
Document codeHR-POL-007
Revision3.0 (approved)
Effective2026-10-01
Next review2027-10-01
OwnerData Protection Officer
Approved byGeneral Manager and Head of People
Applies toAll employees and anyone who handles employee data

1. Purpose

Ridgeline holds sensitive information about its people: identity, health, drug test results, bank details and performance. This policy explains what we collect, why, who sees it and how long we keep it.

2. What we hold and why

DataPurposeWho can see itRetention
Identity and contact detailsEmployment, travel and emergenciesHR, Payroll, RosteringEmployment plus 7 years
Medical and fitness-for-work resultsSafety and legal dutiesOccupational Health only (HR sees fit / not fit)Employment plus 30 years where required by law
Drug and alcohol resultsSafety and legal dutiesSite Safety Manager, Occupational Health, Employee RelationsEmployment plus 2 years
Bank and tax detailsPayrollPayrollEmployment plus 7 years
Performance recordsDevelopment and employment decisionsYou, your manager, HREmployment plus 3 years
CCTV and access logsSafety and securitySecurity, Site Safety Manager90 days

3. Your rights

  • Ask to see your own records (response within 30 days)
  • Ask for mistakes to be corrected
  • Ask how your data is used and who it was shared with
  • Complain to the Data Protection Officer or the regulator

4. Rules for people who handle data

  • Only access data you need for your role. Access is logged.
  • Never send employee data by personal email or chat.
  • Report a lost device or a wrong email at once to IT and the Data Protection Officer.
  • Do not discuss one person's records with another.

Revision history

RevDateChange
3.02026-10-01Annual review; clarified manager duties and reporting channels
2.02025-10-01Aligned with the updated safety management system
1.02024-10-01First issue

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