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 |