Jurisdiction(s):
United Kingdom

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Key definition

Privacy notice definition

What does Privacy notice mean? In practice, a privacy notice is the information a data controller gives to individuals (data subjects) explaining how their personal data will be collected, used and shared. The term is not defined in legislation, but reflects the transparency duties in Articles 12–14 of the UK GDPR/EU GDPR and the UK Data Protection Act 2018 and the Irish Data Protection Act 2018. It is usually an external-facing website/app notice (often called a “privacy policy”), with variants for employees. A compliant notice typically sets out: the controller’s identity and contact details (and DPO); categories of personal data; purposes and lawful bases (including legitimate...

Must employers or their solicitors send privacy notices to ex-employees or their solicitors when taking formal action?

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To handle personal information in a lawful manner under the General Data protection Regulation (GDPR), Regulation (EU) 2016/679, an employer must first identify a lawful basis before any Personal data is processed. Among the lawful grounds listed in Article 6 of Regulation (EU) 2016/679, GDPR, is Processing that is necessary for the purposes of legitimate interests pursued by the controller or a third party, unless those interests are outweighed by the data subject’s interests, rights or freedoms. The Information Commissioner’s GDPR guidance explains that, in relation to the legitimate interests condition, it is the most adaptable lawful basis for processing; however, data controllers should not presume it will invariably be the right choice. The GDPR guidance further notes that:

The legitimate interests basis tends to be suitable where individuals would reasonably anticipate the use of their data and the privacy impact is minimal, or where there is a compelling rationale for the processing
Data controllers relying on legitimate interests take on additional responsibility to consider and safeguard people’s rights and interests
The legitimate interests basis comprises three elements (a three-part test)

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Web page updated on 27/05/2026

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