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Free DOCX Download of EAP Counseling Confidentiality Notice (For HR Managers)
2026.08.06 09:56
EAP · Psychological Counseling
Free DOCX Download of EAP Counseling Confidentiality Notice (For HR Managers)
Even when EAP counseling is introduced, the first concern employees have is, "Will the company find out if I receive counseling?" If confidentiality standards are not clearly communicated, the actual utilization rate may be low even if a counseling system exists.
The HR representative is not using a notice to verify or evaluate the consultation content, but, A notice explaining the scope of confidentiality and the limitations of information the company can verify, so that employees can use the consultation service with peace of mind. You must prepare.
So that it can be used for employee announcements, onboarding materials, internal bulletin boards, and EAP guide pages EAP Counseling Confidentiality Notice DOCX I have prepared.
Free Download of EAP Counseling Confidentiality Notice
In the attached file Confidentiality Notice for EAP Consultations (For HR Managers) Download the file and modify your company's EAP operating standards, counseling application methods, and responsible department information to use it.
▶ [Download EAP Consultation Confidentiality Notice DOCX]Contents included in this material
This notice does not serve as a substitute for an EAP counseling contract or a privacy policy. It is a practical DOCX document designed to easily inform employees after verifying the company's actual EAP operational scope, as well as the counseling agency's confidentiality and personal information processing standards.
Why Confidentiality Notices Are Necessary for EAP Counseling
EAP counseling is effective only when employees are able to request help on their own initiative. However, if employees feel that “the company can view the counseling details,” “requesting counseling will be reported to the HR team,” or “usage records could negatively impact their performance evaluations,” they may avoid using the system.
Therefore, after implementing EAP, you should repeatedly provide the following information rather than just sharing the counseling request link.
The Nudge EAP community also advises that EAP counseling should generally be conducted in a way that it is not shared with the company on an individual basis, and that it is appropriate to limit the information the company can verify to anonymous and aggregated data.
Key phrases that must be included in the notice
1. Consultation details are not shared with the company on an individual basis.
This is the part employees are most curious about. Write it clearly at the beginning of the notice as follows.
In principle, the content of individual counseling, specific concerns, counseling records, and the counselor's opinions discussed during EAP counseling are not shared with the company on an individual basis.
However, the wording must be adjusted in accordance with the actual operational contract between the company and the counseling agency, as well as personal information processing standards and crisis response standards.
2. The company only checks anonymous and aggregated reports.
The information verified by the company for the operation of the EAP must be for understanding the status of the system's operation, not for identifying individuals.
In cases where the number of personnel in a department or specific job group is small, it is advisable to establish a minimum aggregation standard so that individuals are not overestimated even when statistics are provided.
3. Using the counseling service does not constitute grounds for personnel disadvantages.
Employees may worry that using counseling will affect their evaluation, promotion, placement, or disciplinary action.
The notice includes the following purpose.
Whether or not EAP counseling is used is not used as grounds for personnel disadvantages such as performance evaluations, promotions, placements, or disciplinary actions.
HR and managers must not attempt to verify whether counseling has been used or require employees to submit counseling details.
4. In emergency dangerous situations, ensuring safety may take priority.
Confidentiality is very important, but it is not appropriate to promise absolute secrecy unconditionally in all situations.
It is recommended to provide guidance as follows.
However, if there is a concern regarding immediate danger to your own life or physical safety or the safety of others, you may be connected to a relevant person in charge or a specialized agency to the minimum extent necessary to ensure safety.
If an employee expresses a risk of self-harm or suicide, or if their current safety cannot be confirmed, connecting to emergency response systems such as 109, 112, or 119 may be prioritized over scheduling an EAP counseling appointment. The Suicide Prevention Hotline 109 operates as a counseling service for suicide crises.
Examples of expressions when writing notices
Staff Notice
The Company operates an EAP (Employee Assistance Program) to support the mental health of its employees. In principle, the content of individual counseling sessions is not shared with the Company; the Company only reviews anonymous, aggregated data for the purpose of operating the program. Whether or not counseling is utilized is not used as grounds for any personnel disadvantages, such as in performance evaluations, promotions, placements, or disciplinary actions. If you require counseling, please feel free to use the service through the application methods below.
Phrase for onboarding materials
You may utilize EAP counseling if you require assistance with work adaptation, relationships, stress, or personal difficulties after joining the company. The company does not review the content of the counseling sessions, and the use of counseling is not shared on an individual basis. However, in cases where there is a concern for immediate risk to life or physical safety, minimum measures to ensure safety may take precedence.
Administrator's Guide
Managers may introduce employees to EAP counseling, but they must not check whether the counseling is utilized or the content of the sessions. Managers must not penalize employees for not using counseling or require them to report the details. In cases where an emergency risk, such as self-harm or suicide, is suspected, safety verification and internal crisis response procedures must take precedence over counseling appointments.
How to use the EAP Confidentiality Notice
1. First, check the company's actual EAP operating standards.
Check the following items before distributing the notice.
- Counseling providers
- How to apply for consultation
- Consultation hours
- Support for in-person, phone, video, and chat
- Availability for Employee Families
- Number of consultations per person
- Scope of operational reports received by the company
- Emergency Response Procedures
- Personal Information Processing and Storage Standards
- HR Representative and Contact
Since EAP operating methods may vary from company to company, do not distribute the general guidelines as is; instead, modify them to align with the actual contract details and operating standards.
2. Separate information to be shown to employees from information for internal HR use.
It is best to include only the key points that employees need to understand in employee guides.
Employees may not read notices if they are too long or focused on legal language. It is recommended to structure employee notices to be read on a single page and to manage detailed operational standards separately as internal HR operational documents.
3. This will be repeatedly announced in internal notices and during onboarding.
EAP confidentiality is not sufficiently conveyed with a single announcement. It is recommended to place it repeatedly in the following locations.
- New Hire Onboarding Materials
- Company Bulletin Board Notice
- Welfare System Guide Page
- EAP Counseling Request Page
- Administrator Training Materials
- Job Stress and Burnout Prevention Education
- Crisis Response Manual
- Quarterly reminder messages
To increase EAP utilization rates, you should inform users that “consultation content is not shared with the company,” rather than simply explaining how to request counseling. The Nudge EAP operational checklist also treats confidentiality and the scope of operational reports as key items to be verified before implementation.
4. We will jointly establish the standards for operation reports.
EAP operational reports are necessary for system improvement, but standards must be established to prevent the possibility of individual identification.
If usage data is too finely segmented by department or job function, individuals can be identified. It is advisable to include a principle in the guidelines stating that "the company only verifies anonymous and aggregated operational status," and to establish separate aggregation criteria within HR.
Precautions for Managing Personal Information and Consultation Information
Sensitive information, such as health, psychological state, family relationships, and workplace conflicts, may be handled during the EAP counseling process. Companies must design their operational structures to ensure that they do not directly collect or store counseling content.
In particular, mental health status, symptoms, and whether diagnoses and counseling have been used may constitute sensitive health information. The Personal Information Protection Act defines health-related information as sensitive information and establishes separate standards for restricting its processing.
The HR representative must verify the following.
- Whether the consultation content is stored in the company's internal system
- Whether the list of counseling users is provided to HR on an individual basis
- Whether operation reports are provided based on anonymity and aggregation standards
- Whether there is no possibility of individual estimation in a small-person organization
- Whether the scope of information shared in a crisis situation is minimized
- Is the purpose of personal information processing and the retention period clear?
- Whether you checked the personal information processing standards of the external counseling agency
Checklist Before Distributing Notices
Precautions when using the guide
- We do not assert that “counseling content is never shared under any circumstances.”
- We do not require employees to report the fact of using counseling or the content of the counseling.
- The use of counseling is not linked to performance evaluations, promotions, placements, or disciplinary actions.
- The scope of reports that the company can verify is clearly defined in advance.
- Statistics on counseling topics in small-person departments examine individual estimation possibilities.
- In crisis situations, we prioritize ensuring safety and emergency response over confidentiality guidelines.
- We educate administrators on EAP counseling guidance methods and prohibited expressions.
- Verify that the content of the notice is consistent with the actual EAP contract.
- Check personal information processing standards, retention period, and access rights.
- Specific legal and personal information protection judgments may require expert review.
Download EAP Counseling Confidentiality Notice again
able to guide employees on EAP counseling confidentiality principles, information verifiable by the company, exceptions, and how to apply for counseling Editable DOCX Form for HR Managers no see.
▶ [Download EAP Consultation Confidentiality Notice DOCX]Related Posts
Are EAP counseling details shared with the company? → EAP Checklist for HR Managers to Check → Verification criteria before implementing non-face-to-face psychological counseling in companies → In the related article, you can check the confidentiality standards for EAP counseling, the operational checklist for HR to review, and precautions for introducing remote counseling.
Frequently Asked Questions
Q1. Can the company find out if I receive EAP counseling?
In principle, EAP counseling content must be managed in a manner where it is not shared with the company on an individual basis. For the operation of the system, it is appropriate for the company to review only anonymous and aggregated data that cannot identify individuals, such as overall usage rates, satisfaction levels, and trends in counseling topics.
Q2. Can HR request the consultation details?
HR must not request employees' counseling details, diagnoses, personal concerns, or counselors' opinions. Even when necessary, it is advisable to limit the information the company can access to anonymous or aggregated data required for operational purposes.
Q3. Can the use of counseling be reflected in the performance evaluation?
Whether or not an employee utilizes EAP counseling must not be used as grounds for personnel disadvantages, such as in performance reviews, promotions, placements, or disciplinary actions. This point must be clearly stated in the notice so that employees can use the counseling with peace of mind.
Q4. Is confidentiality guaranteed even in crisis situations?
While confidentiality is important, if there is suspicion of an immediate danger to the life or physical safety of oneself or others, information may be referred to relevant personnel or specialized agencies to the minimum extent necessary to ensure safety. Even in such cases, the scope of sharing must be limited to the level required for safety measures.
Q5. What information is included in the EAP operations report received by the company?
Generally, anonymous and aggregated data that cannot identify individuals, such as overall usage rates, counseling satisfaction, trends in major counseling topics, and monthly usage trends, are utilized. Since individual figures may be inferred when statistics by department or job group are small, the criteria for providing such data must be determined carefully.
Inquiry regarding the introduction of EAP counseling
If you are operating an EAP counseling program but your staff are concerned about confidentiality standards or are unsure about the scope of counseling content and operational reports, you must first establish operational standards during the system implementation phase.
Nudge EAP supports an EAP operational system tailored to your company's specific situation, ranging from employee counseling, manager support, and remote counseling to crisis intervention and organizational reporting. If you would like to design confidentiality guidelines, counseling application workflows, and criteria for anonymous and aggregated reports, please contact us on the page below.
👉 Go to Nudge EAP Implementation Consultation →Source and Information
• National Law Information Center, Article 23 of the Personal Information Protection Act
• Health and Welfare Counseling Center, Suicide Prevention Hotline 109
• Are Nudge EAP and EAP counseling details shared with the company?
• Nudge EAP, EAP Checklist for HR Managers
• Nudge EAP, Verification Criteria Before Corporate Implementation of Remote Psychological Counseling
• Health and Welfare Counseling Center, Suicide Prevention Hotline 109
• Are Nudge EAP and EAP counseling details shared with the company?
• Nudge EAP, EAP Checklist for HR Managers
• Nudge EAP, Verification Criteria Before Corporate Implementation of Remote Psychological Counseling
This content and the attached notice are intended to provide general information and guidance on the use of the EAP for employees. The actual scope of confidentiality, crisis response, personal information processing, and standards for providing operational reports may vary depending on the company's EAP agreement, personal information processing standards, and relevant laws. Specific legal and personal information protection judgments may require expert review.
Comments6
Popular in EAP Implementation & Operations
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- 01CommentsI like the distinction between collecting employee feedback and actually showing employees what changed because of it. Without that last step, even a well-designed survey can start to feel performative.191026.10.01
- 02CommentsThis seems like a much better approach than asking the provider for a named user list every month. Finance still needs enough evidence to approve the invoice, but that shouldn't require HR to know who actually used counseling.151126.09.30
- 03CommentsThe distinction between 24-hour intake and 24-hour counselling is important. Our employee notice should state what support is actually available during the closure and when a counsellor will respond.474426.09.11