The issue of employee privacy rights in data stored on an employer’s computer is a difficult one. If an employee displayed framed family photos on her desk, an employer would not refuse to turn those photos over to the employee upon termination. These days, the employee is just as likely to keep such photos as jpegs or gifs on her PC at work, along with many other types of personal information, from correspondence to recipes. Allowing a terminated employee access to that computer after termination does present practical difficulties, and a business that chooses this method of avoiding liability for breach of employee privacy rights should implement safeguards to prevent the former employee from compromising company security or having access to trade secrets and other valuable business information.
A company could adopt a policy prohibiting employees from storing personal information on a company computer, though this may be impractical to enforce. A number of courts have held that an employee has no privacy expectation in workplace computer files where company guidelines and policy explicitly inform the employee that no expectation of privacy exists. See, e.g., Muick v. Genayre, 280 F.3d 741, 743 (7th Cir.2002); United States v. Simons, 206 F.3d 392, 398 (4th Cir.2000); Thygeson v. Bancorp, 2004 WL 2066746 (D. Or. 2004); Kelleher v. City of Reading, 2002 WL 1067442 (E.D. Pa. 2002). A company could adopt such a policy, which could be used as evidence that when the employee stored in the information, the employee was aware that she had no privacy interest in that electronic data and that the information no longer belonged to her.
It might also be helpful to require employees to acknowledge in writing that any information stored on a company computer belongs to the company and that they have no privacy interests in such information. The Thyroff decision did not indicate whether or not Northwest Mutual had such a policy in place. It is also not clear whether a court might conclude that whether or not there was a privacy expectation, the employee still had a property right in the information that could be enforced in an action for conversion. Nevertheless, a company’s litigation position would in all likelihood be strengthened by implementing and enforcing a policy regarding storage of personal data on company computers.