Retention Policy

  1. Introduction
    1. This policy sets out how long employment/recruitment-related information will normally be held by us and when that information will be confidentially destroyed.
  2. Responsibility
    1. data protection officer is responsible for implementing and monitoring compliance with this policy.
    2. They will undertake an annual review of this policy to verify that it is in effective operation.
  3. Our process
    1. Information (hard copy and electronic) will be retained for the period specified in our Records Retention Schedule.
    2. All information must be reviewed before destruction to determine whether there are special factors that mean destruction should be delayed, such as potential litigation, complaints or grievances.
    3. Hard copy and electronically-held documents and information must be deleted at the end of the retention period, unless there is a requirement to delay deletion (as per paragraph 3.2)
    4. Hard copy documents and information must be disposed of by shredding.

Records Retention Schedule

This Record Retention Schedule sets out the time periods that different types of records must be retained for business and legal purposes.

The retention periods are based on business needs and legal requirements and should be read in accordance with Consistent Recruitment Ltd’s data protection policy. If you maintain any types of records that are not listed in this schedule and it is not clear what retention period should apply, please contact the data protection officer for guidance.

Any deviance from the retention periods in this schedule must be approved in advance by Michele Talbot director.

The first section of this policy will address employment records, the second section will address work-seeker records.

 

  1. Internal employee/applicants for internal roles
Record Retention Period Storage Format Lawful basis and reference
Rejected job applicant records: Six months after applicant is notified of rejection. Paper or electronic Legitimate business interest

 

Application records of successful candidates, including: Up to the end of six years after employment ceases Paper or electronic Legitimate business interest

 

Employment contracts including: Up to the end of six years after employment ceases Paper or electronic Legitimate business interest

 

Employee performance and conduct records: Up to seven years after employment ceases Paper or electronic Legitimate business interest

 

Other employment records Up to the end of six years after employment ceases Paper or electronic Legitimate business interest

 

Directors’ service contracts and any variations Up to the end of six years after employment ceases Paper or electronic Legitimate business interest

 

Copies of identification documents/right to work Kept for two years from date of termination of employment Paper or electronic Legal obligation

 

Records relating to/demonstrating compliance with Working Time Regulations 1998: Kept for two years from the date on which the record was made Paper or electronic Legal obligation

 

Criminal records information It would be advisable to consider six months as the maximum time frame . Paper or electronic Legitimate business interest

 

Gender pay gap reporting information Kept available for a period of at least three years beginning with the date of publication Paper or electronic Legal obligation

 

 

2. Work-seeker records

Record Retention Period Storage Format Lawful basis and reference
Work-seeker records

 

Kept for one year after you last provided your work-finding service

 

Paper or electronic Legal obligation

 

Records relating to/demonstrating compliance with Working Time Regulations 1998: Kept for two years from the date on which the record was made Paper or electronic Legal obligation

 

Copies of identification documents/right to work Kept for two years from date of termination of employment Paper or electronic Legal obligation

 

Criminal records information

 

It would be advisable to consider six months as the maximum time frame (unless safeguarding issues or other similar extenuating circumstances are raised). Paper or electronic Legitimate business interest

 

Gender pay gap reporting information Kept available for a period of at least three years beginning with the date of publication Paper or electronic Legal obligation

 

3. Payroll and salary records

Record Retention Period Storage Format Lawful basis and reference
Payroll information Kept for three years after the end of the tax year to which they relate Paper or electronic Legal obligation

 

Intermediary reporting information

 

Kept for three years after the end of the tax year to which they relate Paper or electronic Legal obligation

 

VAT records

 

Kept for six years Paper or electronic Legal obligation

 

Company accounts

 

Kept for six years from the end of the last company financial year they relate to

 

Paper or electronic Legal obligation

 

CIS records Kept for at least three years after the end of the tax year that they relate to Paper or electronic Legal obligation

 

National minimum wage records

 

Kept for three years beginning with the day upon which the pay reference period immediately following that to which they relate ends Paper or electronic Legal obligation

 

Sickness records Should not be kept for longer than three years Paper or electronic Legitimate business interest

 

Statutory Maternity/paternity and adoption pay Kept for three years after the end of the tax year in which the period of statutory pay ends Paper or electronic Legal obligation

 

Pensions auto-enrolment Kept for a minimum of six years, some records will need to be kept for a longer period Paper or electronic Legal obligation