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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:

  • Leave records, including annual leave records

  • Timesheets[DC3] [CS4] [CS5] 

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

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Our website

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Cookies

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We may use the following cookies:

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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

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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.

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