Data Retention Policy
Recruitment Direct UK Limited
Herkimer House
Mill Road Industrial Estate
Linlithgow
EH49 7SF
Scotland
United Kingdom
1. Statement
Recruitment Direct UK Limited (“RDUK”, “we”, “our” or “us”) is committed to retaining personal and business information only for as long as necessary to fulfil legal, regulatory, contractual and operational requirements.
This policy establishes the principles and procedures for the retention, review and disposal of information held by Recruitment Direct UK Limited.
2. Purpose
The purpose of this policy is to:
- Ensure compliance with UK GDPR and the Data Protection Act 2018.
- Maintain accurate and relevant records.
- Reduce the risk of retaining information longer than necessary.
- Support regulatory and contractual compliance.
- Protect confidential and personal information.
- Support efficient data management and governance.
3. Scope
This policy applies to:
- Employees
- Workers
- Applicants
- Clients
- Contractors
- Suppliers
- Business partners
The policy applies to information held in:
- Recruitment databases.
- CRM systems.
- AI-assisted systems.
- Cloud-based systems.
- Email systems.
- Digital records.
- Physical records and documentation.
4. Retention Principles
Recruitment Direct UK Limited will ensure that information is:
- Retained only where necessary.
- Accurate and up to date where practical.
- Securely stored.
- Reviewed periodically.
- Deleted, destroyed or anonymised when no longer required.
Retention periods may vary depending on legal, regulatory, contractual and business requirements.
5. AI-Assisted Data Management
Recruitment Direct UK Limited may use artificial intelligence (“AI”), machine learning and automated technologies to support data management and compliance activities.
These technologies may assist with:
- Monitoring document expiry dates.
- Identifying incomplete, inaccurate or duplicate records.
- Maintaining recruitment database records.
- Supporting GDPR compliance activities.
- Monitoring retention periods.
- Identifying records due for review, deletion or archiving.
- Supporting compliance audits and reporting.
All AI-assisted activities remain subject to appropriate human oversight and review.
6. Retention Periods
Applicant Records
Applicant records, CVs, communications and recruitment documentation will be retained only for as long as necessary for recruitment, compliance and business purposes.
Worker Records
Worker records, compliance documentation, payroll information and assignment records will be retained in accordance with legal, tax, employment and regulatory requirements.
Client Records
Client records, contracts, correspondence and invoicing information will be retained for as long as necessary to support contractual, legal and business requirements.
Financial Records
Financial and accounting records will be retained in accordance with applicable tax, accounting and regulatory requirements.
Website and Communication Records
Website enquiries, emails, communications and marketing records will be retained only where necessary for business, legal or compliance purposes.
7. Secure Disposal
Where information is no longer required, Recruitment Direct UK Limited will take appropriate steps to ensure information is:
- Securely deleted.
- Securely destroyed.
- Permanently removed from active systems where appropriate.
- Anonymised where suitable.
8. Responsibilities
Recruitment Direct UK Limited is responsible for ensuring compliance with this policy.
Employees, workers and authorised representatives are expected to:
- Follow data retention procedures.
- Protect confidential information.
- Report concerns relating to information management or retention practices.
9. Compliance
Failure to comply with this policy may result in disciplinary action, termination of engagement, contractual action or referral to regulatory authorities where appropriate.
10. Review
This policy will be reviewed annually or sooner if required by legislative, regulatory, technological or business changes.
Director Approval
I confirm that this Data Retention Policy has been reviewed and approved on behalf of Recruitment Direct UK Limited.
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