This is the retention policy of Warrant Group Limited (“Warrant Group”, “us” or “we”), which applies to records we hold containing or relating to personal data.
This policy sets out:
This policy only relates to records we hold containing or relating to personal data. Other records are covered by other policies.
We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this policy. If you have any questions about this policy, please contact our Data Protection Officer using the contact details set out at the bottom of this policy.
This version of the retention and disposal policy is effective as of 12 July 2021.
This policy applies to relevant records applicable to personal data held by Warrant Group:
Unless otherwise specified, this policy refers to both paper records and ‘soft copy’ records.
The Record Retention Schedule below sets out the applicable retention periods we normally apply to relevant records.
Relevant records will be destroyed in the following ways:
We will not be obliged to document the disposal of records when doing so in accordance with the Record Retention Schedule.
Where we dispose of relevant records other than in accordance with the Record Retention Schedule (either by being disposed of earlier or kept for longer than listed), we will ordinarily document such disposal for audit purposes (but without referring to any identifiable individual to which the records related).
If you have any questions about this policy, please contact us by:
Lynsey Morrison, Data Protection Officer
Warrant Group Limited
157 Regent Road
emailing our Data Protection Officer by sending an email to: firstname.lastname@example.org.
|Description||Retention Period||Comments / Relevant Legislation|
|Wage/salary records (also overtime, bonuses, expenses)||6 years||Taxes Management Act 1970|
|National minimum wage records||3 years after the end of the pay reference period following the one that the records cover||National Minimum Wage Act 1998|
|Records relating to working time||2 years from date on which they were made||The Working Time Regulations 1998|
|Income tax and NI returns, income tax records and correspondence with the Inland Revenue/HMRC||Not less than 3 years after the end of the financial year to which they relate||The Income Tax (Employments) Regulations 1993|
|Retirement Benefits Schemes – records of notifiable events, for example, relating to incapacity||6 years from the end of the scheme year in which the event took place||The Retirement Benefits Schemes (Information Powers) Regulations 1995|
|Statutory Maternity Pay records, calculations, certificates (Mat B1s) or other medical evidence||3 years after the end of the tax year in which the maternity period ends||The Statutory Maternity Pay (General) Regulations 1986|
|Statutory Sick Pay records, calculations, certificates, self-certificates||7 years||Limitation Act 1980|
|General personnel files and training records (including disciplinary records)||7 years after the employee leaves Warrant Group/ cessation of engagement||Limitation Act 1980|
|Redundancy details, calculations of payments, refunds, notification to the Secretary of State||7 years from the date of redundancy||Limitation Act 1980|
|Accident books, accident records/reports||3 years after the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches the age of 21)||The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), Limitation Act 1980|
|Records relating to children/young adults (for example, relating to pension information/life assurance for employees)||Until that person reaches the age of 22 (or older if still required for the relevant purposes)||Limitation Act 1980|
|Child care vouchers, CSA payments||7 years after the employee leaves Warrant Group||Limitation Act 1980|
|HMRC tax deduction data (P45 & P60 data)||7 years after the employee leaves Warrant Group||Limitation Act 1980|
|P11ds for relevant benefits||7 years after the employee leaves Warrant Group||Limitation Act 1980|
|Parental leave records||6 years from birth/adoption of the child or 19 years if the child receives a disability allowance||Limitation Act 1980|
|Pension scheme investment policies||12 years from the ending of any benefit payable under the policy|
|Assessments under health and safety regulations and records of consultations with safety representatives and committees||As required by law|
|Senior executives’ records (i.e. those on a senior management team or their equivalents)||As required by law|
|Application forms and interview notes (for unsuccessful candidates)||1 year after decision made not to offer a role|
|Description||Retention Period||Comments / Relevant Legislation|
|Website/general enquiries records (where no contract is entered into)||1 year after the last date of enquiry (or relevant longer period where information used for legitimate purposes or with consent)|
|Credit check results||1 year|
|Contracts which include personal data (other than those executed by way of deed)||7 years after termination of contract/activities undertaken in connection with contracts (whichever is longer)||Limitation Act 1980|
|Records relating to the above contracts, including payments and financial information||7 years after termination of contract/activities undertaken in connection with contracts (whichever is longer)||Limitation Act 1980|
|Contracts executed by way of deed which include personal data||13 years after termination of contract/activities undertaken in connection with contracts (whichever is longer)||Limitation Act 1980|
|Records relating to the above contracts, including payments and financial information||13 years after termination of contract/activities undertaken in connection with contracts (whichever is longer)||Limitation Act 1980|
|Records relating to legal proceedings (other than relating to contracts executed by way of deed)||7 years from the date on which the dispute arose or legal proceedings were threatened/ contemplated/ issued/ concluded (whichever is longer)||Limitation Act 1980|
|Records relating to legal proceedings relating to contracts executed by way of deed||13 years from the date on which the dispute arose or legal proceedings were threatened/ contemplated/ issued/ concluded (whichever is longer)||Limitation Act 1980|
|Application forms/records relating to proposed contracts||1 year after date of last record/activity||Limitation Act 1980|