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Retention Policy - One to One

Retention Policy

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Record keeping and data retention Policy

One to One Personnel will keep all personnel and financial records in order to run our business efficiently and to comply with statutory requirements.

    1. All records are kept in accordance with data protection laws and extra care is taken with ‘sensitive personal data’ i.e. data relating to race, ethnic origin, political or religious opinions or philosophical beliefs, trade union membership, data concerning health or a person’s sex life or sexual orientation or criminal records.
    2. One to One Personnel has registered with the Information Commissioner’s Office (ICO);
    3. Copies of records are stored in electronic format on CRM software.
    4. when erasing records, destruction is carried out securely with consideration to:

Document type, the source of document and how long it should be kept for.

Work-seeker records Include: application form/CV, ID checks, terms of engagement, details of assignments, opt-out notices and interview notes.

Hirer records include:  client details, terms of business and assignment/vacancy details.

Length of retention: where no work is found, 1 year from the last date of providing work-finding services as an Employment Agency or Employment Business (Conduct of Employment Agencies and Employment Businesses Regulations 2003 (Conduct Regulations)).

Note, there is no legal obligation to keep records where no action in relation to an application is taken.

Terms of engagement with temporary worker and terms of business with clients or Following the introduction or supply of a work seeker to a client: 

Length of retention: 6 years in order to deal with any civil action in the form of contractual claim (Limitation Act 1980)

Note: 6 years is not a minimum legal requirement but the time period in which a contractual claim can be made.  Reason for keeping records any given length of time will be established on an individual basis.

Authorised by: Ian Banks

Company Director

25th May 2018