Biometric Information Privacy Policy Template: Data Use Rules

Biometric Information Privacy Policy Template

Company Name: [Company Name]
Policy Effective Date: [Date]
Policy Reference Number: [Reference Number, if applicable]
Department Responsible: [HR / Compliance / IT / Security / Other]

1. Purpose

This Biometric Information Privacy Policy explains how [Company Name] collects, uses, stores, protects, retains, and destroys biometric identifiers and biometric information.

The purpose of this policy is to provide clear rules for the handling of biometric data and to support privacy, security, and compliance obligations.

2. Scope

This policy applies to biometric data collected or received by [Company Name] from:

☐ employees
☐ applicants
☐ contractors
☐ customers
☐ visitors
☐ other individuals: [Describe]

This policy applies to biometric data collected directly by the company or through authorized systems, devices, vendors, or service providers.

3. Biometric Data Covered

For purposes of this policy, biometric identifiers or biometric information may include:

[fingerprint scans]
[facial geometry or facial scans]
[voiceprints]
[retina or iris scans]
[hand geometry]
[other biometric data: Describe]

This policy does not apply to information excluded by applicable law or to data that is not treated as biometric information under applicable rules.

4. Collection and Purpose

[Company Name] may collect biometric data only for legitimate business, operational, security, or identity-related purposes, such as:

[timekeeping or attendance]
[facility or device access control]
[identity verification]
[fraud prevention]
[security monitoring]
[other lawful purpose]

Biometric data will be collected only to the extent reasonably necessary for the stated purpose.

5. Notice and Consent

Before collecting biometric data, [Company Name] will provide notice of the collection and intended use of the data to the extent required by law.

Where required, the company will obtain written, electronic, or other legally sufficient consent or authorization before collection or use.

The company may also provide separate forms, acknowledgments, or consent notices related to specific biometric systems or programs.

6. Use and Access

Biometric data may be used only for the purposes described in this policy or in any related notice or consent provided to the individual.

Access to biometric data shall be limited to authorized personnel, departments, vendors, or service providers with a legitimate need to access the data for approved purposes.

7. Storage and Protection

[Company Name] will store biometric data using reasonable administrative, technical, and physical safeguards designed to protect the data from unauthorized access, disclosure, alteration, or loss.

Such safeguards may include:

[restricted access controls]
[secure storage systems]
[encryption or secure transmission]
[vendor security requirements]
[internal confidentiality controls]

8. Disclosure to Third Parties

[Company Name] will not sell, lease, trade, or otherwise profit from biometric data.

Biometric data may be disclosed only:

☐ with the individual’s consent, if required
☐ to a service provider acting on the company’s behalf
☐ when required by law, subpoena, court order, or legal process
☐ when necessary to protect safety, security, or legal rights
☐ as otherwise permitted by applicable law

Any authorized third party receiving biometric data shall be expected to protect it in a manner consistent with applicable legal and contractual requirements.

9. Retention and Destruction

[Company Name] will retain biometric data only as long as reasonably necessary to fulfill the purpose for which it was collected or as otherwise required by law.

Biometric data shall be permanently deleted, destroyed, or rendered unusable:

☐ when the original purpose has been satisfied
☐ within [Number] years after the last interaction or use
☐ upon termination of employment or relationship, if applicable
☐ as otherwise required by law or internal policy

The company may maintain a separate retention schedule for different biometric systems or categories of data.

10. Individual Rights and Requests

An individual may contact [Company Name] regarding questions about biometric data handling, applicable consent, or retention practices.

Where required by law, the company may also respond to valid requests regarding:

[access requests]
[correction requests]
[withdrawal of consent]
[deletion requests]
[complaints or privacy concerns]

11. Vendor and Service Provider Requirements

If [Company Name] uses a vendor or service provider to collect, process, store, or manage biometric data, the company may require that provider to follow applicable privacy, security, confidentiality, and retention requirements.

Additional vendor requirements, if any:

[Insert vendor standards or contract requirements]

12. Policy Updates

[Company Name] may update this policy from time to time to reflect operational changes, legal requirements, or updates to biometric systems.

The most current version of the policy shall apply as of its effective date unless otherwise stated.

13. Contact Information

Questions about this policy should be directed to:

[Contact Name]
[Title]
[Department]
[Email Address]
[Phone Number]

14. Acknowledgment

I acknowledge that I have received, read, and understand this Biometric Information Privacy Policy.

Signature: __________________________
Name: [Full Name]
Date: [Date]