Retention Policy and Schedule
Company Name: Teachers Together Ltd ("the Company")
Policy No. RP1
Policy Name: Retention Policy and Schedule
Version: 2
1. Overview
This policy sets out how long employment/recruitment-related information will normally be held by us and when that information will be confidentially destroyed.
2 Responsibility
The Company Director(s) is responsible for implementing and monitoring compliance with this policy. They will undertake an annual review of this policy to verify that it is in effective operation.
3. Our process
Information (hard copy and electronic) will be retained for the period specified in our Records Retention Schedule (as per paragraph 4).
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.
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).
Hard copy documents and information must be disposed of by shredding, placing in confidential waste bins etc.
4. Records Retention Schedule
This Record Retention Schedule sets out the time periods that different types of records must be retained for business and legal purposes.
The retention periods are based on business needs and legal requirements and should be read in accordance with Teachers Together’s data protection policy. If you maintain any types of records that are not listed in this schedule and it is not clear what retention period should apply, please contact the Company Director for guidance.
Any deviance from the retention periods in this schedule must be approved in advance by the Company Director.
The first section of this policy will address employment records, the second section will address work-seeker records.
5. Internal employee/applicants for internal roles
Record | Retention Period | Storage Format | Lawful Basis and reference |
|---|---|---|---|
Gender pay gap reporting information | Kept available for a period of at least three years beginning with the date of publication | Paper or electronic | Legal obligation:
|
Criminal records information:
| It would be advisable to consider six months as the maximum time frame (unless safeguarding issues or other similar extenuating circumstances are raised). | Paper or electronic | Legitimate business interest:
|
Records relating to/demonstrating compliance with Working Time Regulations 1998:
| Kept for two years from the date on which the record was made | Paper or electronic | Legal obligation:
|
Copies of identification documents/right to work | Kept for two years from date of termination of employment | Paper or electronic | Legal obligation:
|
Directors’ service contracts and any variations | Up to the end of six years after employment ceases if document executed as a deed - this should be 13 years after employment ceases- s.8 Limitation Act 1980 | Paper or electronic | Legitimate business interest:
|
Other employment records:
| Up to the end of six years after employment ceases | Paper or electronic | Legitimate business interest:
|
Employee performance and conduct records:
| Up to seven years after employment ceases | Paper or electronic | Legitimate business interest:
|
Employment contracts including:
| Up to seven years after employment ceases | Paper or electronic | Legitimate business interest:
|
Application records of successful candidates, including:
| Up to the end of six years after employment ceases | Paper or electronic | Legitimate business interest:
|
Rejected job applicant records, including:
| Six months after applicant is notified of rejection.
The application forms should give applicants the opportunity to object to their details being retained
| Paper or electronic | Legitimate business interest:
|