retention policy
TYPE OF DATA | RETENTION PERIOD |
Recruitment records |
|
Application forms and CVs of applicants | Six months after notifying candidates of the outcome of the recruitment exercise |
Interview notes of applicants | Six months after notifying candidates of the outcome of the recruitment exercise |
Entitlement to work in UK checks | Six months after notifying candidates of the outcome of the recruitment exercise |
Background checks of applicants | Six months after notifying candidates of the outcome of the recruitment exercise |
Employee records | |
Applications forms and CVs of employees | Six years after employment ends |
Interview notes of employees | Six years after employment ends |
Background checks of employees | Six years after employment ends |
Entitlement to work in UK checks | Six years after employment ends |
Payroll details | Six years after employment ends |
Benefits details | Six years after employment ends |
Performance reviews | Six years after employment ends |
Next of kin details | Six years after employment ends |
Leave/absence records | Six years after employment ends |
Training and development information | Six years after employment ends |
Virtual learning online CPD records | Six years after employment ends |
Pension arrangements | Six years after employment ends |
Equal opportunities monitoring information | To be anonymised upon collection |
Appropriate workplace adjustments details | Six years after employment ends |
Information relating to legal disputes involving employees | Six years following the last activity on the matter |
Information relating to grievance or disciplinary hearings | Six years after employment ends |
Volunteer records | |
Contact details | 18months after last volunteering activity |
Application forms and CVs | 18months after last volunteering activity |
Volunteer timetable | 18months after last volunteering activity |
Volunteer training | 18months after last volunteering activity |
Trustee records | |
Applications forms and CVs | Six years following the end of Trustee relationship |
Interview notes | Six years following the end of Trustee relationship |
Contact details | Six years following the end of Trustee relationship |
Trustee meeting information | Permanently |
Service user records | |
Food bank voucher records | Six years following voucher date |
Money Advice Service records | Six years following last contact with service user |
Drop-in session records | Six years following last contact with service user |
Food parcel records | Six years following last contact with service user |
Household parcels records | Six years following voucher date |
Housing and welfare rights referrals information | Six years following last contact with service user |
Benefits referrals information | Six years following last contact with service user |
Energy saving referrals information | Six years following last contact with service user |
Employability referrals information | Six years following last contact with service user |
Mental health support information | Six years following last contact with service user |
Weekly wellbeing group for single parents information | Six years following last contact with service user |
Walkie Talkies Group information | Six years following last contact with service user |
Counselling referrals information | Six years following last contact with service user |
Wellness workshop information | Six years following last contact with service user |
Benefit application forms | Six years following last contact with service user |
Grant application forms | Six years following last contact with service user |
Debt advice and support information | Six years following last contact with service user |
Bank account assistance records | Six years following last contact with service user |
Case studies and testimonials | To be anonymised upon collection |
Fundraising records | |
Direct marketing campaign records | Six years following last contact with donor |
Donor management records | Six years following last contact with donor |
Donor contact details | Six years following last contact with donor |
Donor payments records | Six years following last contact with donor |
Website donations | Six years following last contact with donor |
Managing relationships with corp. partners | Six years following last contact with donor |
Fundraising events records | Six years following the date of the event |
Corporate records | |
Board minutes | Permanently |
Financial planning | Permanently |
Warehouse audit records | Permanently |
Transport management records | Three years |
Property management documents/leasing documents | Permanently |
Employers/Public liability | 40 Years |
Accident Books/Reports | 3 years after last entry or end of investigation if later |
Financial Records | |
Purchase invoices | Six years after the end of the current period |
Pensions contribution records | Permanently |
Actuarial Reports | Permanently |
Annual Accounts | Permanently |
Annual Reviews | Permanently |
Income Tax Records | Six years after the end of the current period |
VAT records | Six years after the end of the current period |
IT records | |
User account details | Six years after employment ends |
IT security information | Ten years |
IT support information | Six years after employment ends |
E-referral system records | One year following last contact with service user |
CCTV footage | 30 days |
Supplier contracts | |
Contracts | One year after contract end |