Having completed an audit of the data held by our company, the Data Protection Act 2018 requires us to have in place a data retention policy that clearly defines how long we will hold our personal data, together with the reasoning behind the decision to hold that data. For ease of reading we have separated the data we hold into 4 sub-categories.

Save for exceptional circumstances, which must be raised with, and approved by Gerlize de Villiers, all personal data must be retained in accordance with this policy. Often, in respect of certain types of information, we are under a legal obligation to retain the information for a minimum period of time. Where this is the case, the minimum time we have stipulated is the same as the time required under law. Furthermore, there are occasions where it is appropriate for us to retain personal data for longer than the period prescribed in law (for example, where there may be a court case in process or expected where the data will form part of the evidence in the case). In such circumstances, the requirements of the court case will override the policies outlined below.

All personal data is held in accordance with DVW’s Privacy Policy, which can be found here https://www.dvwsolutions.com/privacy-policy.html, Data Protection Policy, which can be found here https://www.dvwsolutions.com/data-protection-policy.html and this Data Retention Policy. If you wish to exercise any of your legal rights, or have any questions, comments and requests regarding this policy, please contact us in writing via our website at https://www.dvwsolutions.com/contact-us.html.

Where there is a requirement for DVW to retain information for longer periods of time, consideration must be given to whether any personal data within it should be ‘anonymised’ such that the data subject can no longer be identified but the contents and context of the document still reviewed and understood. Where, in the table below, the data is identified as being capable of being anonymised, anonymisation should take place as soon as reasonably possible once the need for the personal data has expired.

Employees / Job Applicants

Type of Data Held	Location of Data	Reason for Data Being Held	Retention Period	Reason for Retention Period	Delete / Anonymise
Full Name	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	6 years after having left employment	Claims can be brought up to 6 years after the end of employment so this information may be needed in the event of a claim being brought.	Delete
Date of birth	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	6 years after having left employment		Delete
Full address	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	6 years after having left employment		Delete
Previous addresses	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	On leaving		Delete
Telephone numbers	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	6 years after having left employment		Delete
Personal email address	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	6 years after having left employment		Delete
Gender	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	6 years after having left employment		Delete
Marital status and dependants	SAP ByD, Internal HR drive, Paper file	Contractual Obligations	On leaving		Delete
Next of kin and emergency contact information	SAP ByD, Internal HR drive, Paper file	Contractual Obligations Vital Interests	On leaving		Delete
National Insurance Number	SAP ByD, Internal HR drive, Paper file, Payroll	Contractual Obligations Legal Obligations	7 years after having left employment for HR drive and Payroll only, otherwise 6 years	Tax reporting purposes	Delete
Bank details	SAP ByD, Internal HR drive, Paper file	Contractual Obligations Legal Obligations	6 months after having left employment		Delete
Tax Codes	Payroll, Internal HR drive	Contractual Obligations Legal Obligations	7 years after having left employment	Tax reporting purposes	Delete
Payroll Information	Payroll, Internal HR drive	Contractual Obligations Legal Obligations	7 years after having left employment	Tax reporting purposes	Delete
Copy of driving license	Internal HR drive, Paper file	Contractual Obligations Legal Obligations	1 year after having left employment		Delete
Medical information (i.e. information relating to disabilities or medical information that may be needed).	SAP ByD, Internal HR drive, Paper file	Contractual Obligations Legal Obligations Vital Interests To enable us to ensure your health and safety in the workplace, to assess your fitness for work, to provide reasonable adjustments where necessary and to monitor and manage sickness absence and administer pay and benefits.	Upon leaving employment unless the data needs to be retained for the purposes of reporting or compliance with our legal obligations, in which case it will be retained for 6 years after leaving employment.	These records are classed as sensitive personal data, there is no need for the company to have any information relating to an employee’s medical history after they leave employment unless it needs to be retained in accordance with our legal obligations, including under the Equality Act 2010.	Delete
Race, religion, sexual orientation	SAP ByD, Internal HR drive, Paper file	Contractual Obligations Legal Obligations To ensure equal opportunities	6 years after leaving employment	Claims can be brought up to 6 years after the end of employment so this information may be needed in defence of a claim.	Delete
Contract of employment	Internal HR drive, Paper file	To ensure all employee records are accurate and to ensure both the company and its employees are complying with the terms of the contract of employment	6 years after leaving employment	Claims can be brought up to 6 years after the end of employment so this information may be needed in defence of a claim.	Delete
Disciplinary history	Internal HR drive, Paper file	To ensure employee records are up to date and accurate.	Upon expiry of disciplinary action or 6 years after termination of employment, whichever is sooner.	Many disciplinary notes expire after a set period and should be removed from the record upon expiry. Some, however, will need to be kept on record as evidence in the event of an employment tribunal claim or other litigation, or for regulatory reasons.	Delete
Performance Management Information	Internal HR drive, Paper file	Contractual Obligations Legal Obligations	1 year after having left employment		Delete
Grievances	Internal HR drive, Paper file	Contractual Obligations Legal Obligations	6 years after leaving employment	Claims can be brought up to 6 years after the end of employment so this information may be needed in the event of a claim being brought.	Delete
CVs	Paper file	To enable the assessment of candidates for jobs.	12 months after unsuccessful application	To enable the defence of any claims arising out of a rejected application.	Delete
Criminal records	Internal HR drive, Paper file	To ensure that the employee is not prohibited from undertaking the employment and to ensure the Company is not putting employees or third parties at risk.	Upon the expiry of the rehabilitation period or 6 months after termination of employment, whichever is sooner.	Criminal records are highly sensitive information and the retention period balances the requirements of the Company against the rights of the subject and the harm that could be caused by the loss of this data.	Delete
Right to work documentation	Internal HR drive, Paper file	Contractual Obligations Legal Obligations	2 years after having left employment		Delete
Employment history (training records, working hours, job titles, salary information, details of family-related leave)	SAP ByD, Internal HR drive, Paper file	Contractual Obligations Legal Obligations	1 year after having left employment		Delete
Sickness and holiday records	SAP ByD, Internal HR drive, Paper file	To ensure employee records are up to date and accurate	6 years after leaving employment		Delete

Suppliers

Type of Data Held	Location of Data	Reason for Data Being Held	Length of Time Data to be Held	Reason for Length of Time	Delete / Anonymise
Key contact names	SAP ByD, Internal shared drive, paper contracts in locked supplier cabinet, Outlook, office mobile phones	To enable communication with suppliers	6 months after termination or after specific contact has left the employ of the supplier, whichever is sooner	To enable referencing should the need arise.	Delete
Key contact email addresses	SAP ByD, Internal shared drive, paper contracts in locked supplier cabinet, Outlook, office mobile phones	To enable communication with suppliers	6 months after termination or after specific contact has left the employ of the supplier, whichever is sooner	To enable referencing should the need arise.	Delete
Supplier contracts and documents	Internal HR drive, paper contracts in locked supplier cabinet	To enable monitoring of supplier performance and communication with suppliers	6 years after the end of the supplier relationship	Court claims can be brought up to 6 years after the contract has ended and the information may be required as evidence in any such claim.	Anonymise

Customers

Type of Data Held	Location of Data	Reason for Data Being Held	Length of Time Data to be Held	Reason for Length of Time	Delete / Anonymise
Key contact names	Internal shared drive, paper contracts in locked customer cabinet, Outlook, office mobile phones	To enable communication with client	6 months after termination or after specific contact has left the employ of the client, whichever is sooner	To enable referencing should the need arise.	Delete
Key contact email addresses	Internal shared drive, paper contracts in locked customer cabinet, Outlook, office mobile phones	To enable communication with client	6 months after termination or after specific contact has left the employ of the client, whichever is sooner	To enable referencing should the need arise.	Delete
Client contracts and documents	Internal shared drive, paper contracts in locked customer cabinet	To enable monitoring of supplier performance and communication with clients	6 years after the end of the client relationship	Court claims can be brought up to 6 years after the contract has ended and the information may be required as evidence in any such claim.	Anonymise

Prospects

Type of Data Held	Location of Data	Reason for Data Being Held	Length of Time Data to be Held	Reason for Length of Time	Delete / Anonymise
Names	Internal shared drive, CRM, Email marketing system, Outlook, Company mobiles	To enable the company to seek new business	3 years after last contact	After 3 years with no contact it is unlikely the prospect will convert and the data should no longer be retained.	Delete
Email addresses	Internal shared drive, CRM, Email marketing system, Outlook, company mobiles	To enable the company to seek new business	3 years after last contact	After 3 years with no contact it is unlikely the prospect will convert and the data should no longer be retained.	Delete
Documentation	Internal shared drive, Outlook	To enable the company to seek new business	3 years after last contact	After 3 years with no contact it is unlikely the prospect will convert and the data should no longer be retained.	Delete