Data Retention Schedule
Data Retention
We only retain personal information for as long as necessary by law and in line with our retention policy to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements, or service obligations.
All staff are responsible for:
-
Managing the information they create and use on a day-to-day basis.
-
Retaining all records in line with identified business requirements and as outlined in the retention schedule.
-
Ensuring records are saved and filed in such a way that it is meaningful and facilitates retrieval by those with similar access privileges.
-
Disposing of records in accordance with the requirements of the Retention Schedule.
-
Bringing any issues in relation to information and records management to the attention of their managers.
We carefully consider how long we keep personal data and use standard retention periods where possible, in line with documentation and contractual obligations. We regularly review our information and erase or anonymise personal data when we no longer need it, in accordance with the retention schedule below.
We dispose of data by shredding and recycling physical documents and deleting digital files.
Data Retention Schedule
Document type
How long it is retained and when it is disposed of
Personnel records
Work-seeker records including application form/CV, ID checks, terms of engagement (see also below), details of assignments, opt-out notices and interview notes.
Hirer records including client details, terms of business (see below), assignment/vacancy details.
1 year from the receipt of an application.[DC2]
Data is kept for three months where we take no action in relation to an application.
Terms of engagement with temporary workers and terms of business with clients
6 years in order to deal with any civil action in the form of contractual claim (Limitation Act 1980).
6 years is not a minimum legal requirement but is the time period in which a contractual claim can be made.
Working time records:
2 years from the time they were created [DC6] [CS7] [DC8]
Annual appraisal records
For the duration of employment.
References
1 year (the Conduct Regulations require references to be kept for 1 year).
Records held relating to right to work in the UK
2 years after employment or engagement has ended – must not be alterable.
National Minimum Wage documentation:
-
Total pay to the worker and the hours worked by the worker [DC9]
6 years in order to show that we have paid at least national minimum wage rates if a breach of contract claim is brought against us.
Sickness records – statutory sick pay
For the duration of employment. These records are kept for payroll purposes.
Statutory maternity, paternity, adoption pay
3 years from the end of the tax year to which it relates.
Pensions auto-enrolment (including auto-enrolment date, joining date, opt in and opt out notices, contributions paid)
6 years except for opt out notices which are kept for 4 years (ThePensionsRegulator.gov.uk), unless otherwise relevant or necessary for company operations.
Employee surveys
2 years from survey completion.
Personal data related to insurance information
For the duration of employment.
Company financial records
Records for VAT purposes
6 years (VAT record keeping on the Gov.uk website), unless otherwise relevant or necessary for company operations.
Company accounts
6 years (overview of running a limited company on the Gov.uk website), unless otherwise relevant or necessary for company operations.
Payroll information
3 years from the end of the tax year (PAYE record-keeping guidance on the Gov.uk website).
Marketing
Personal data for service updates, personal data from customer surveys and personal data for direct marketing (post, social media, email, phone calls, text, fax)
6 years from point of service, or sooner if consent is withdrawn from individual. In this case, data must no longer be processed for marketing purposes (Privacy and Electronic Communications Regulations).
Project / service records
Personal data to provide services (including training and planning services, community and stakeholder consultation and engagement such as surveys, questionnaires, display materials)
6 years after data created
Personal data processed for a project.
Destroy personal data from termination or expiry of contractual agreement, unless required by law.
Return personal data to client if specified in contract after termination or expiry of contract.
*Refer to contract for each project for different terms.
When operating as a sub consultant (sub processor).
Comply with project contract and consultant (processor) data processing requirements.
*Refer to contract for each project for different terms.
[DC1]I think we need to be clear about whether this column is stipulating how long data must be kept for as a minimum (for instance, our accounts) and / or how long data can be kept for as a maximum (for instance personal data) before it must be deleted. I think it is a mixture of both at the moment
[DC2]@Charlotte Steele I think this text would be applicable to an employment agency? Should we say here ‘1 year from the receipt of an application’?
[DC3]@Charlotte Steele should sick leave and other forms of leave be added?
[CS4]Would sick leave fall under sickness records?
[CS5]General leave added.
[DC6]Given that these will be in Productive, we should check that Productive allows us to do this easily in these timescales. Please could you check?
[CS7]There’s no automated process to do this unfortunately, but we can delete time entries in bulk.
[DC8]Ok that’s fine as is in that case
[DC9]@Charlotte Steele unless we have to state this I don’t think it is necessary to include these
Please read this cookie policy carefully as it contains important information on who we are and how we use cookies on our website. This policy should be read together with our Privacy Policy (www.dacplanning.com/privacy-policy) which sets out how and why we collect, store, use and share personal information generally, as well as your rights in relation to your personal information and details of how to contact us and supervisory authorities if you have a complaint.
Our website
This cookie policy relates to your use of our website, www.dacplanning.com.
Throughout our website we may link to other websites owned and operated by certain trusted third parties to make additional products and services available to you. These other third-party websites may also use cookies or similar technologies in accordance with their own separate polices. For privacy information relating to these other third-party websites, please consult their policies as appropriate.
Cookies
A cookie is a small text file which is placed onto your device (for example computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.
For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of your internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.
We may use the following cookies:
-
Essential cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
-
Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
-
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
-
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies, please see below.
For further information on cookies generally, including how to control and manage them, visit the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org.
Consent to use cookies and changing settings
We will ask for your permission (Consent) to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested. You can withdraw any consent to the use of cookies or manage any other cookie preferences.
Our use of cookies
We have provided more information below about the cookies we use and why:
Cookie Name
XSRF-TOKEN
Purpose
Used for security reasons
Duration
Session
Cookie Type
Essential
Cookie Name
hs
Purpose
Used for security reasons
Duration
Session
Cookie Type
Essential
Cookie Name
svSession
Purpose
Used in connection with user login
Duration
12 months
Cookie Type
Essential
Cookie Name
SSR-caching
Purpose
Used to indicate the system from which the site was rendered
Duration
1 minute
Cookie Type
Essential
Cookie Name
_wixCIDX
Purpose
Used for system monitoring/debugging
Duration
3 months
Cookie Type
Essential
Cookie Name
_wix_browser_sess
Purpose
Used for system monitoring/debugging
Duration
Session
Cookie Type
Essential
Cookie Name
consent-policy
Purpose
Used for cookie banner parameters
Duration
12 months
Cookie Type
Essential
Cookie Name
smSession
Purpose
Used to identify logged in site members
Duration
Session
Cookie Type
Essential
Cookie Name
TS*
Purpose
Used for security and anti-fraud reasons
Duration
Session
Cookie Type
Essential
Cookie Name
bSession
Purpose
Used for system effectiveness measurement
Duration
30 minutes
Cookie Type
Essential
Cookie Name
fedops.logger.X
Purpose
Used for stability/effectiveness measurement
Duration
12 months
Cookie Type
Essential
How to turn off all cookies and consequences of doing so
If you do not want to accept any cookies, you may be able to change your browser settings so that cookies (including those which are essential to the services requested) are not accepted. If you do this, please be aware that you may lose some of the functionality of our website.
For further information about cookies and how to disable them please go to the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org.
How to contact us
Please contact us if you have any questions about this cookie policy or the information we hold about you.
If you wish to contact us, please send an email to admin@dacplanning.com.
Changes to this policy
This policy last updated in July 2024. We reserve the right to change this policy and will inform you via our website.