This is the Data Retention Policy of PINNACLE FIRE & ELECTRICAL LIMITED
MORRITT HOUSE, 60 STATION APPROACH, RUISLIP, MIDDLESEX, HA4 6SU
ICO REF NO: ZA365461
DATA PROTECTION OFFICER (DPO): Angela White (Email: angela@pinnacle-fire.co.uk)
Introduction
We recognise that in the running of our business, we collect and process personal data from a variety of sources. This personal information is collated in several different formats including letters, emails, legal documents, employment records, operations records, images and statements. The personal data is held in both hard copy and electronic form.
Aims of the policy
Our business will ensure that the personal data that we hold is managed as required by the data protection legislation, including the General Data Protection Regulation (GDPR):
- kept secure;
- held for no longer than is necessary for the purposes for which it is being processed;
- minimum amount of information retained to fulfil our statutory obligations and the provision of services.
Responsibility
The DPO is responsible to keep this retention schedule up to date, to reflect changing business needs, new legislation, changing perceptions of risk management and new priorities for our business.
Retention
This retention policy (with its schedule), is a tool used to assist us in making decisions on whether a particular document should be retained or disposed of. In addition, it takes account of the context within which the personal data is being processed and our business practices.
Disposal
We must ensure that personal data is securely disposed of when it’s no longer needed. The method of disposal should be appropriate to the nature and sensitivity of the documents concerned and includes:
- Non-Confidential records: place in waste paper bin for disposal
- Confidential records: shred documents
- Deletion of Computer Records
- Transmission of records to an external body
- Cloud storage
The table below contains the retention period that we have assigned to each type of record. This will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods.
Review
This document was created May 2018 and will be reviewed annually.
| Type of record | Retention period | Where stored? | Reason | Method of deletion |
| Commercial contracts: | ||||
| Contracts with suppliers/customers | 2 years after last action | Locked filing/ storage/computer | Audit | Shred |
| Purchase orders and invoices | 6 years after last action | Locked filing/ storage/computer | Audit | Shred |
| Complaints | 2 years from end of fiscal year | Locked filing storage/computer | Reference | Shred |
| Email records: | ||||
| Email correspondence | 12 months | Archive | Archive | Archive |
| Operational records: | ||||
| Policies/Procedures/Building lease/deeds | 6 years | Locked filing storage/computer | Reference | Shred |
| Employer’s liability insurance certificates, Insurance schedules | 10 years after last action | Locked filing storage/computer | Legal | Shred |
| Register of members, memorandum of association, register of directors and secretaries | Life of company | Locked filing storage/computer | Legal | Archive |
| Vehicles: Keep asset and depreciation records | 6 years after end of financial year | Locked filing/ storage/computer | Audit | Shred |
| Closed circuit television recordings | 4 weeks from the date recorded | Recording | Evidence | overwrite |
| Fire Risk Assessments, Pat tests, fire hazard tests | Retain until superseded | Locked filing storage/computer | Reference | Shred |
| Tax and Accounting Records: | ||||
| Tax returns, Pay & tax: pay deductions, tax forms, payroll, loans | 6 years from end of fiscal year | Locked filing/ storage/computer | Audit | Shred |
| Accounting & financial management information | 6 years from end of fiscal year | Locked filing/ storage/computer | Audit | Shred |
| Employment records: | ||||
| PAYE records, maternity & paternity pay, medical & health records, parental leave records | 6 years from end of fiscal year | Locked filing/ storage/computer | Legal | Shred |
| Employment records: redundancy, equal opportunities; health & welfare records | 6 years after last action | Locked filing/ storage/computer | Legal | Shred |
| Records of formal disciplinary, records of formal grievances | 6 years after last action | Locked filing/ storage/computer | Legal | Shred |
| Employees that left the business: emergency contacts and bank account details | 6 months after leaving company | Locked filing/ storage/computer | Communication | Shred |
| Unsuccessful candidates | 6 months after last action | Locked filing/ storage/computer | Future role | Shred |
| Accident report forms | 3 years after last action | Locked filing/ storage/computer | Legal | Shred |