Biometric Time Clock Consent Form Template
Ensure Compliance with Your Biometric Timekeeping System
If you're implementing a biometric timekeeping system, gathering explicit employee consent is crucial. This template helps you easily collect necessary approvals from your staff, ensuring compliance and building trust. You'll benefit from clear documentation, streamlined processing, and a straightforward approach to managing employee data privacy, all while maintaining adherence to legal requirements. Plus, it's designed with WCAG-aligned labels for accessibility. Test out the live template to see how it can simplify your processes.
When to use this form
Use this consent when you roll out fingerprint or facial-scan clocks, onboard new hires, or switch from badges to biometric timekeeping. It is helpful for HR, payroll, and managers who need accurate, fast clock-ins without disputes. It also protects your organization by documenting notice, consent, retention limits, and vendor sharing. Remote or multi-site teams can use it before enabling mobile clock apps. If you need a general consent for services instead, use the Simple informed consent form. For client-facing services (not employees), see the Client consent form. The result is clear permission, fewer timecard challenges, and a compliant process employees can trust.
Must Ask Biometric Time Clock Consent Questions
- Do you consent to the collection and use of your biometric data for timekeeping?
This confirms a clear, affirmative choice and creates a defensible record. It sets the scope so employees know their data is used only to verify clock-ins and run payroll.
- Which biometric method are you consenting to use (fingerprint or facial scan)?
Specifying the modality aligns expectations with your devices and policies. It also supports accommodations if an employee prefers one method over another.
- For what purposes, locations, and dates may we use your biometric data, and how long may we retain it?
Defining purpose, site coverage, and retention windows reduces privacy risk and meets legal requirements. It prevents over-collection and makes your deletion schedule explicit.
- Do you authorize us to share your biometric identifiers with named vendors (time clock provider and payroll) for processing only?
Calling out processors and limits builds transparency and trust. It also supports vendor due diligence and least-use principles.
- How can you withdraw consent, and what alternative timekeeping method do you prefer?
This ensures continuity of pay while honoring choice. Reference the Withdrawal of consent form so employees can change preferences at any time.
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