Here’s a note of some of the personal data that we hold and for how long we keep it.
Personal data | Period held |
Online Registration, applications and interview records | Six months if unsuccessful If you’re happy for us to retain your data for future opportunities we’ll confirm how long we’ll keep it at the point that you give us the information |
‘Right to work’ checks - unsuccessful | Six months if unsuccessful If you’re happy for us to retain your data for future opportunities we’ll confirm how long we’ll keep it at the point that you give us the information |
‘Right to work’ checks - workers | Two years after employment ends |
Time sheets and Working Time Regulations opt-outs | Two and a half years |
Records relating to maternity leave and maternity pay (and other family leave and pay) | Three years after the end of the tax year in which family related leave ended |
Records relating to any accident, death or injury in connection with work | Three years from the date of the incident, or if anyone injured was under 18, three years from their eighteenth birthday |
Worker files, including:
| During your employment and six years after |
Holiday records | Six years, or longer if any annual leave was carried over from previous years |
Payroll records | Six years from financial year end |
Collective workforce agreements and works council meeting minutes | Permanently |
Bank details | During your employment and six years after |
Equal opportunities monitoring data | During employment and six years after |
DBS certificate | For unsuccessful applicants, deleted immediately. Only kept during employment where relevant to the role and conviction remains unspent. Certificates should be deleted once a conviction becomes spent, unless the role allows you to carry out full DBS checks. |
Records of criminal convictions | Deleted as soon as the conviction is spent, unless working in an exempt profession |
IP addresses, internet usage history, recorded calls and location data from company equipment | Six years |
Court/tribunal papers | Six years |
Photos | During your employment and six years after |
Trade union agreements | Permanently |