1.Introduction

1.1            This policy sets out how long employment/recruitment-related information will normally be held by the Company and when that information will be confidentially destroyed.

2.Responsibility

2.1            Nicky Newton, Director is responsible for implementing and monitoring compliance with this policy and will undertake an annualreview to verify that it remains in effective operation.

3.Our process

3.1            Information (hard copy and electronic) will be retained for the period specified in the Records Retention Schedule below.

3.2            All information must be reviewed before destruction to determine whether there are special factors that mean destruction should be delayed, such as potential litigation, complaints or grievances.

3.3            Hard copy and electronically-held documents and information must be deleted at the end of the retention period, unless there is a requirement to delay deletion (as per paragraph 3.2)

3.4            Hard copy documents and information must be disposed of by shredding.

Records Retention Schedule

This schedule sets out the time periods that different types of records (both paper and/or electronic) must be retained for business and legal purposes. 

If a record type is held that is not listed in this schedule and it is not clear what retention period should apply, contact Nicky Newton for guidance. Any deviation from these retention periods must be approved in advance by Nicky Newton.

Candidate and Work-seeker records

Record Retention Period Lawful basis and reference

Candidates put forward for a specific advertised role - 6 months from the date the role is closed Legitimate interest - aligned to the statutory time limit for bringing an Equality Act 2010 claim arising from the recruitment process unsuccessful, no introduction to a client took place

Speculative candidate registrations - no specific role involved 2 years from date of registration Consent - renewed consent will be sought at the 2-year point. Where consent is not given, the record is deleted.

Work-seeker records where the candidate was introduced or Kept for one year after last provided work-finding services Legal obligation - Conduct of Employment Agencies and Employment Businesses Regulations 2003 (Reg 29)

supplied to a client (name/address, terms, training/experience/ Legitimate business interest - to protect the business against any legal claims for breach of contract (Limitation Act 1980 (s.5))

qualifications, hirer(s) introduced to, engagement details, To demonstrate safeguarding processes are adhered to and followed ‍

enquiries under Regulations 19, 20 and 22) To contact the candidate for future work-finding services

Financial records

Record Retention Period Lawful basis and reference

VAT records Six years ‍ ‍ Legal obligation - please see government guidance

Company accounts Kept for six years from the end of the last company financial year they relate to  Legal obligation - please see government guidance