Employee Data Processing Acknowledgement — US Template

Required at every new hire to inform employees about personal data processing. Fillable Word template with signature page for employee and HR.

Covers:

- SSN, I-9 Employment Eligibility Verification (IRCA)

- IRS 4-year payroll and tax records retention

- FMLA medical certifications — kept strictly separate (29 U.S.C. § 2613)

- ADA reasonable accommodation documentation

- ERISA / 401(k) plan records — 6-year retention

- California CCPA employee rights (§ 1798.110–1798.125)

- Workers' compensation and OSHA records

Aligned with US federal law — IRS, FMLA, ADA, ERISA, IRCA, CCPA.

Delivered as .docx (Microsoft Word) — fully editable and adaptable.