Data Retention Policy

Data Retention Policy

 

  • Information is at the core of Block Recruit’s business as it enables us to provide the highest levels of service to both our candidates and clients alike. During its normal daily activities Block Recruit generates and accumulates a wide range of data records which are stored in various formats and locations.
  • Examples of these data records include (but are not limited to) emails, text messages, personal contact information, profile images, current and past employment details, references, interview notes, call recordings, video interviews, marketing preferences and preferences for future employment.
  • For candidates successfully placed into new employment roles we may store additional data records such as passport, drivers licence, bank details, National Insurance number, tax code, p45, payslips.
  • For the purposes of this Policy, the term ‘data records’ include information in both hard copy and electronic form.
  • In certain circumstances it will be necessary to retain specific documents in order to fulfil statutory or regulatory requirements. The table below indicates our retention periods for the various data records that we hold.

 

Record Type

Retention Period

Basis for Processing/Holding  Data

Candidate’s Personal Information.

Sourced from:

  • Executive search on 3rd Party Sites
  • Advert applications
  • Social Media Sites
  • Walk-Ins
  • Call-ins
  • CVs
  • Profile Images
  • Telephone conversations
  • Email correspondance
  • Interviews
  • In person conversations
  • Video Interviews
  • Previous vacancy applications
  • recruitment workflows & outcomes

3 Years (from the last date of engagement or providing work finding services) unless request to be forgotten is received.

Legitimate Interest

Candidate’s Personal Information. Sourced from:

  • Direct website registrations

3 Years (from the last date of engagment or providing work finding services) unless request to be forgotten is received.

Consent (Explicit consent is required when registering with us to provide work finding services)

Placement of a Candidate

3 Years (from the last date of engagment or providing work finding services) unless request to be forgotten is received.

Legal – Conduct of Employment Agencies and Employment Business Regulations, Limitations Act

Marketing Preferences

  • Job Alerts
  • Email Marketing
  • Text Alerts

3 Years (from the last date of engagment or providing work finding services) unless request to be forgotten is received.

Consent (Marketing preferences can be amended at any time by individuals)

Telephone Call Recordings

3 Years (In order to deal with any civil action in the form of a contractual claim.)

Legal – Limitations Act

Client Contact Information

Sourced by

  • 3rd Party Sites
  • Information in the public domain
  • Social Media SitesI
  • In person meetings
  • Telephone conversations
  • Email correspondance
  • Video meetings
  • recruitment workflows & outcomes
  • Hiring Preferences
  • Vacancy decriptions /requirements
  • Canvass calls
  • Profile Images

3 Years (from the last date of engagement or providing recruitment services) unless request to be forgotten is received.

Legitimate Interest

Work seeker records (application form, CV, ID checks, details of assignments, interview notes, opt out notices)

1 Year (from the last date of providing work finding services)

Legal – Conduct of Employment Agencies and Employment Business Regulations

Hirer Records (client details, terms of business, assignment, vacancy details)

1 Year (from the last date of providing work finding services)

Legal – Conduct of Employment Agencies and employment Business Regulations

Terms of Engagement with a Temp Worker and Terms of Business with Clients

6 Years (In order to deal with any civil action in the form of a contractual claim.)

Legal – Limitations Act

Working Time Records

  • 48hr opt out notice
  • Annual Leave Reports

2 Years (from the time the records were created)

Legal  - Working Time Regulations 1998

References

1 Year (after the introduction or supply of a work seeker to a client)

Legal – Conduct of Employment Agencies and Employment Business Regulations

Right to Work in the UK Records

2 Years (after the employment/ engagement has ended)

Legal -  Immigration Act

National Minimum Wage Documentation:

  • Total Pay & hours worked
  • Overtime
  • Deductions
  • Any absences: Sickness, holiday etc
  • Travel or training

3 Years (after the end of their last pay reference period)

Legal -  National Minimum Wage Act

Statutory Maternity, Paternity or Adoption Pay

3 Years (after the end of the Cuttax year to which it relates)

Legal (HMRC)

Pensions (auto-enrolment date, joining date, opt in and opt out notices, contributions paid)

6 Years

Legal