Data Retention Policy

 

Area Data Item Retention Period Retention Purpose Deletion Method
Recruitment Job Advert 6 months post advertising (retain copy on successful candidate file for duration + 7 years for successful candidate) Protection against possible claim Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Recruitment Candidate application (CV/letter/app form/contact details/ID/medical details) 6 months post application for u/s candidates. Duration of employment + 7 years for successful candidate Protection against possible claim Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Recruitment Interview notes 6 months post application for u/s candidates. Duration of employment + 7 years for successful candidate Protection against possible claim Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Recruitment Rejection/Offer letters 6 months post application for u/s candidates. Duration of employment + 7 years for successful candidate Protection against possible claim/ Legitimate business reasons Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Employee Appraisal documentation Retain until next appraisal or until any agreed timescale has been fulfilled Legitimate business reasons Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Employee Employee records/Contract of employment Duration of employment + 7 years Contractual purposes Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Business Corporate insurance 7 years Legitimate business interests & contractual with insurance company Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Business EL & PL Corporate insurance Indefinitely Legitimate business interests & contractual with insurance company & possible claim Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding
Business Emails Depends on subject matter – could be indefinitely Legitimate business reasons Paper: Confidential disposal/shredding
Electronic: Deletion & electronic shredding