Purpose: The purpose of this Data Retention Policy is to ensure that SEE Recruitment Ltd appropriately manages the retention and disposal of records containing personal data. It outlines our commitment to retaining data only for as long as necessary for legal, regulatory, and business purposes and ensures the secure disposal of data when no longer needed.
Policy Overview: This policy governs the retention and disposal of both physical records and electronic documents, including emails, web files, text files, sound and video files, PDF documents, and all formatted files used within our operations.
Administration: As detailed in Appendix A (Record Retention Schedule), we have established a schedule for the maintenance, retention, and disposal of records based on current national legislation. This schedule will be updated periodically to remain compliant with legal changes and to ensure it covers all relevant document and record categories for SEE Recruitment Ltd.
Retention of Records: SEE Recruitment Ltd retains personal information as follows:
- General Documents: Retained as per the periods specified in Appendix A, unless earlier disposal is required by law or the information no longer serves the purpose for which it was collected.
- Employee Data: Including but not limited to employment history, performance records, and personal details, is retained for the duration of employment and for a period thereafter as dictated by legal requirements and business needs.
Electronic Documents and Emails:
- Retention periods for electronic documents will follow the guidelines set out in Appendix A.
- Emails not pertaining to business needs or containing important information are to be deleted within one year unless specified otherwise in our policy.
Suspension of Record Disposal In Event of Legal Proceedings or Claims: Disposal of records will be suspended under the following circumstances:
- Anticipated or ongoing legal proceedings or regulatory investigations.
- Situations where information may be relevant to a matter in litigation or an investigation.
- If explicitly required by law or court order.
Security of Personal Information:
- We employ robust technical and organisational measures to protect personal data against loss, misuse, or alteration.
- Data is stored on secure, password-protected servers.
- Transmission of data over the internet is secured to the extent possible, although absolute security cannot be guaranteed.
Amendments: This policy may be updated periodically. Amendments will be made available on our company website and communicated to all employees.
Applicability: This policy applies to all records generated during the operations of SEE Recruitment Ltd, encompassing both original documents and reproductions, as well as electronic documents as described above.
Approved By: This policy was approved by the Board of Directors of SEE Recruitment Ltd on 1st April 2024, and will be reviewed annually or as required by changes in legislation or operational practices.
APPENDIX A: RECORD RETENTION SCHEDULE This schedule outlines the specific retention periods for various types of records within SEE Recruitment Ltd:
- Accounting and Finance:
- Audit Reports: Permanent
- Financial Statements: 7 years
- Bank Statements: 7 years
- Contracts:
- Active Contracts and Related Correspondence: 7 years post-termination
- Corporate Records:
- Articles of Incorporation, Bylaws: Permanent
- Minutes of Board Meetings: Permanent
- Employment Records:
- Personnel Files: 6 years post-termination
- Training Records: 5 years post-training
- Legal and Compliance:
- Compliance Documentation: Permanent
- Licenses and Permits: As required by law
- Tax Records:
- Tax Returns and Related Documents: 7 years
This comprehensive approach to data retention ensures that SEE Recruitment Ltd complies with applicable laws and regulations while protecting the privacy and security of personal information.
