Employee data – policy on retention periods
Our aim is to retain employee data for no longer than is necessary for the purposes for which the personal data is processed and the table below shows the retention periods for the employee data that we may hold.
Some personal data is retained for employment purposes, to assist in the running of the business and/or to enable individuals to be paid, in which case we generally follow the ‘recommended’ retention period. Some personal data is retained for statutory purposes, in which case we follow the ‘statutory’ retention period.
|Accident books, accident records, accident reports.||Three years from the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches age 21).|
|Accounting records.||Three years for private companies, six years for public limited companies.|
|Application forms and interview notes (for unsuccessful candidates).||Six months.|
|Assessments under health and safety regulations and records of consultations with safety representatives and committees.||Permanently.|
|Control of Substances Hazardous to Health Regulations (COSHH) records of tests and examinations of control systems and protective equipment.||Five years from the date on which the tests were carried out.|
|DBS, PVG, AccessNI certificates/copies.||Six months.|
|DBS certificate information required by CQC.||Three years or until superseded if less.|
|Driving licence, vehicle insurance, MOT certificate details.||One year after expiry unless renewed.|
|Expatriate records and other records relating to foreign employees (e.g. visa, work permits, etc.||Six years after employment ceases.|
|Income tax and NI returns, income tax records and correspondence with HMRC.||Not less than three years after the end of the financial year to which they relate.|
|Inland Revenue/HMRC approvals.||Permanently.|
|Medical records and details of biological tests under the Control of Lead at Work Regulations.||40 years from the date of the last entry.|
|Medical records as specified by the Control of Substances Hazardous to Health Regulations (COSHH)..||40 years from the date of the last entry.|
|National minimum wage records.||Three years after the end of the pay reference period following the one that the records cover.|
|Pension scheme investment policies.||12 years from the ending of any benefit payable under the policy.|
|Pension scheme money purchase details.||Six years after transfer or value taken.|
|Pensioners’ records.||12 years after benefit ceases.|
|Personnel files and training records (including disciplinary records and working time records).||Six years after employment ceases.|
|Redundancy details, calculations of payments, refunds, notification to the Secretary of State.||Six years from the date of redundancy.|
|Retirement Benefits Schemes – records of notifiable events, for example, relating to incapacity.||Six years from the end of the scheme year in which the event took place.|
|Senior executives’ records (that is, those on a senior management team or their equivalents).||Permanently.|
|SMP, SAP, SSPP records, calculations, certificates (Mat B1s) or other medical evidence, notifications, declarations and notices.||Three years after the end of the tax year in which the leave period ends.|
|Statutory Sick Pay records, calculations, certificates, self-certificates.||Six years after the employment ceases.|
|Time cards.||Two years after audit.|
|Trade union agreements.||10 years after ceasing to be effective.|
|Wage/salary records (also overtime, bonuses, expenses).||Six years.|
|Working time records.||Two years from date on which they were made.|
We process personal data relating to those who apply for job vacancies with us or who send speculative job applications to us. We do this for employment purposes, to assist us in the selection of candidates for employment, and to assist in the running of the business. The personal data may include identifiers such as name, date of birth, personal characteristics such as gender, qualifications and previous employment history.
We will not share any identifiable information about you with third parties without your consent unless the law allows or requires us to do so. The personal data provided during an application process will be retained for a period of at least six months or, if required by law, for as long as is required.
This privacy notice does not form part of an employment offer or contract between us. If we make an employment offer to you, we will provide further information about our handling of your personal information in an employment context separately.
If you would like to find out more about our data retention policy and how we use your personal data, you want to see a copy of the information about you that we hold or have any questions or issues regarding data protection, please email us with the Subject “Data Protection Request”.