RETENTION REGISTER
Recruitment Data
| DATA TYPE | RETENTION PERIOD | Why is it collected | Who can access | ASSET OFFICER | SECURITY | GDPR REASON | FINAL DISPOSITION |
| Information, data or record | Period for retaining record &
accompanying notes |
Who is responsible
for reviewing periods |
Destroy, archive, review etc | ||||
| Application form | 2 years | To establish suitability for post | Contract
Services(CS) Team
Interviewing Manager |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
Retain an anonymised sample for archival purposes |
|
| CV | 2 years after date employment ceases.
Unsuccessful candidates CVs 2 year |
To establish suitability for post
To inform of job opportunities |
CS Team
Interviewing Manager |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
Retain an anonymised sample for archival purposes |
|
| Pre-Employment
Medical |
2 years after date employment ceases. | To establish if they are medically fit for position to | CS Team
Interviewing Manager |
Stored in lockable filing cabinet – CS own access to files
|
Consent | Confidential shredding
OR Safe/secure deletion
|
| which they have applied | If stored as e-copy; access will be password protected | ||||||
| Interview questions and interview notes | 2 years | To record questions asked and responses to ensure compliance with Equality act and to establish suitability for post | CS Team
Interviewing Manager |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
|
|
| Offer letters | 2 years after leaving date | To record contractually what was offered / committed to the candidate | CS Team
Interviewing Manager |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
|
|
| Recruitment consent form | 2 years after leaving date | To establish consent to process data / store data | CS Team
Data Controller |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Confidential shredding
OR Safe/secure deletion
|
| Payroll information | |||||||
| Payroll records | 7 years after leaving | To enable pay to be processed and payments to be made | Finance Dept
CS Dept |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Personnel Files | |||||||
| Copy of passport (or other right to work documents) | 2 years after date employment ceases | To establish if they have the right to work in the EU. | CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Redundancy
details, calculations of payments & refunds |
7 years from the date of redundancy | To enable processing and recording of redundancy. | CS Team
Finance Dept |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Sick certificates & self-certificates | 6 years | To enable processing and recording of sick leave | CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| References | 6 years after start date | To establish that they are suitable for the job. | CS Team
Hiring Manager |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
|
|
| Contract of employment | 6 years after leaving date | To record their contractual terms of employment | CS Team
Hiring Manager
|
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Confidentiality
Letters |
For the duration of the confidentiality covenant after leaving and 6 months thereafter (in case there is a later found breach) | To record any data confidentiality contractual terms | CS Team
Hiring Manager |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
| Name & Address | 2 years after leaving | To uniquely identify and employee | CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| DOB | 2 years after leaving | To know their age for pension and retirement related purposes | CS Team
Finance Dept |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Details of next of kin | Upon leaving | To make
contact in emergencies |
CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
|
| Qualification certificates | 2 years after leaving | To record competencies and qualification obtained | CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
|
|
| Performance scoring / rating documents | 2 years after leaving | To record any performance rating data that may influence pay decisions | CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Consent | Confidential shredding
OR Safe/secure deletion
|
|
| Disciplinary warnings and investigations | 9 months after expiry of warning
12 months after completion of investigation |
To record any disciplinary warnings issued
To make a record of any investigations that have been carried out. |
Line Manager
Investigation Officer |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Grievances | 12 months after completion of investigation | To make a record of any grievances or grievance investigations | Line Manager
Grievance Manager |
Stored in lockable filing cabinet – CS own access to files
|
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| that have been carried out and a record of any agreed outcomes | If stored as e-copy; access will be password protected | ||||||
| Absence data | 12 months after leaving | To record number of days absence policy monitoring | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
||
| Client Data | |||||||
| Client
Correspondence details – name, address, telephone number, email address |
If linked to a vendor, then held indefinitely until asked to be removed by vendor | To allow correspondence between KNAVCPA Contract
Service and Clients |
CS Team | Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|
| Client Contract Data – This may include name, BIC, IBAN,
Account Number, Account name |
If linked to a vendor, then held indefinitely until asked to be removed by vendor.
Financial data to be held for seven years |
To enable financial transactions between KNAVCPA Contract
Service and Clients |
CS Team
Finance Department |
Stored in lockable filing cabinet – CS own access to files
If stored as e-copy; access will be password protected |
Legal | Confidential shredding
OR Safe/secure deletion
|
|