Record Keeping Policy

HR-CL Limited believes that all records required for the business to meet all of its legal responsibilities and for the effective and efficient running of the organisation should be maintained accurately and should be up to date. All individual records and organisation records are kept in a confidential and secure fashion and are always subject  to the Privacy Policy of the company.Aim of the Policy This policy is intended to set out the principles and policies underpinning this organisation’s approach to record keeping, data protection and access to records. As well as a framework for timescales for retaining records.

All businesses must keep personnel and financial records in order to run their business efficiently and to comply with statutory requirements. The type of record will determine the length of time the record must be kept for.

Remember that:

  1. All records must be kept in accordance with data protection laws. Extra care should be 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. Businesses collecting personal data must register with the Information Commissioner’s Office;
  3. You are not required to keep the original of all documents – copies can be stored but they must be stored in writing, including in electronic format.
  4. If erasing or destroying records, then destruction must be done securely using the shredder bins provided.
Document type How long to keep for (and source of requirement)
Personnel Records
Candidate Information

· Name and Address

· CV & previous Work History

On day 1 of information being processed a privacy notice is to be sent. After 3 Years and every 3 years from there on in a privacy notice will be communicated to ensure candidate knows we still have work seeking information on file.
Working time records:

• 48 hour opt out notice

• Annual leave records

6 years from the time they were created
References Under data protection laws, only keep records for as long as is necessary. However, the Conduct Regulations require references to be kept for 1 year following the introduction or supply of a work-seeker to a client.
National Minimum Wage documentation:

  • Total pay by the worker and the hours worked by the  worker
  • Overtime/shift premia;
  • Any deduction or payment of accommodation;
  • Any absences eg rest breaks, sick leave, holiday;
  • Any travel or training during working hours and its length;
  • Total number of hours in a pay reference period
For HMRC purposes: 3 years after the end of the pay reference period following the one that the records cover (National Minimum Wage Act 1998)

Or 6 years (5 in Scotland) in order to show that you have paid at least national minimum wage rates if a breach of contract claim is brought against you.

Statutory maternity, paternity, adoption pay 3 years from the end of the tax year to which it relates
Pensions auto-enrolment (including auto-enrolment date, joining date, opt in and opt out notices, contributions paid) 6 Years
Company Financial Records
VAT 6 Years
Company Accounts 6 Years
· Payroll information

· CIS Records

3 Years From the End of the Tax Year
ITEPA (the intermediaries legislation) records Report due every quarter, to be kept for no less than 3 years after the end of the tax year to which they relate.
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