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Retention of Records

How long we keep information

 

The retention Schedule below provides information about time individual records are kept and who implements the disposal decisions.

 

Employment records

Type of record Retention period Who is tasked with deletion
PAYE records 6 years from end of fiscal year Directors
Maternity and paternity pay records 6 years from end of fiscal year Directors
Medical and health records 30 years after employment ceases Directors
Unsuccessful candidates 6 months after last action Directors
Accident report forms 3 years after last action Directors
Parental leave records 6 years from birth of child Directors
Employment records: redundancy, equal opportunities; health & welfare records 6 years after last action Directors
Employees that left the business: emergency contacts and bank account details Delete immediately after making final salary payment Directors
Pay & tax: pay deductions, tax forms, payroll, loans 6 years after last action Directors
Records of formal disciplinary actions in employee file 6 years after last action Directors
Records of formal grievances in employee file 6 years after last action Directors

 

 

 

 

 

Commercial contracts:

Type of record Retention period Who is tasked with deletion
Contracts with suppliers 6 years after last action Directors
Contracts signed as a deed 12 years after last action Directors
Guarantees and indemnities The term of the guarantee plus 6 years Directors
Purchase orders and invoices 7 years after last action Directors

 

Tax and Accounting Records:

Type of record Retention period Who is tasked with deletion
Tax returns 10 years from end of fiscal year Directors
Accounting & financial management information 6 years from end of fiscal year Directors
Stock transfer forms and share certificates 20 years from purchase Directors

 

Operational records:

Type of record Retention period Who is tasked with deletion
Clinical records 10 years after treatment conclusion or death Directors
Vehicles Keep asset and depreciation records for 6 years after end of financial year to which they relate Directors
Closed circuit television recordings [Destroy 4 weeks from the date recorded except where required as evidence Directors
Fire Risk Assessments Retain until superseded Directors
Policies/Procedures 10 years Directors
Complaints 6years from end of fiscal year Directors
Building (i.e. lease/deeds) Destroy 6 years after property is no longer occupied Directors
Maintenance contracts 15 years from last action Directors
Website FAQs 6 months from last action Directors
Property plans and surveys 25 years Directors
Insurance schedules 10 years after last action Directors
Pat tests, fire hazard tests 6 years from last action Directors
Register of members Life of company Directors
Memorandum of association Life of company Directors
Register of directors and secretaries Life of company Directors
Employer’s liability insurance certificates Life of company Directors

 

 

Intellectual property records:

Type of record Retention period Who is tasked with deletion
Copyright material 50 years from expiry Directors

 

Email records:

Type of record Retention period Who is tasked with deletion
Email correspondence Archive emails after 6 months Line managers

 

CCTV records:

Type of record Retention period Who is tasked with deletion
CCTV recordings correspondence  30 days Automatically delete after 30 days. Directors tasked with supervision

 

The Company reserves the right to use closed circuit television (CCTV) systems as deemed necessary for the Company‘s legitimate interests and employees should expect all areas (other than those where use would contravene common decency) to be visible on a monitoring device. This provides a safe and secure environment for employees and visitors to the Company premises. Signage will be clearly displayed to inform employees that CCTV is in use. Any information obtained from systems (including third party systems) will be used with strict adherence to UK Data Protection legislation. Information will be used for the prevention and detection of crime and to ensure compliance with our policies and procedures and our legal obligations. This may include using recordings as evidence in investigations relating to our policies e.g. grievance, disciplinary, bullying, harassment and victimisation etc. The Company’s CCTV facility (unless there are exceptional circumstances whereby covert surveillance may be necessary) will record images (there only one audio recorder in recovery in the interest of patient safety). Footage will be retained for a maximum of 30 days after which it will be automatically deleted unless required for a specific investigation or legal matter. Recorded footage will be stored securely to prevent unauthorised access. Only individuals designated by senior management will have access to CCTV footage. If CCTV footage is required for an investigation or other official purpose, the request must be made in writing and approved by senior management. Employees should report any concerns regarding CCTV use to senior management.

 

 

 

 

 

 

 

Who we share information with

 

Others we share personal information with

  • Insurance companies
  • Health care providers
  • Organisations we need to share information with for safeguarding reasons
  • Professional or legal advisors
  • Financial or fraud investigation authorities
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Warranty and guarantee providers
  • Professional consultants
  • Organisations we’re legally obliged to share personal information with
  • Emergency services
  • Debt collection agencies
  • Previous employers

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 19/09/2025