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Aim and scope of policy

This policy applies to the retention of personal data in manual and electronic records kept by Optimum in connection with its human resources function.

This policy applies to the personal data of job applicants, existing and former employees, apprentices, volunteers, placement students, workers and self-employed contractors.

For further information on the definition of personal data and the type of personal data the Company processes, individuals should refer to our Data Protection Policy, available from the HR Department.

Optimum makes a commitment to ensuring that personal data, including special categories of personal data and criminal offence data (where appropriate), is retained in line with the General Data Protection Regulation (GDPR) and the current Data Protection Act and all its employees conduct themselves in line with this, and other related, policies. In line with legislation, Optimum understands that it will be accountable for the retention of all personal data held in the form of manual records and on electronic devices.


Retention of data

In accordance with data protection legislation, Optimum will retain personal HR data for no longer than is necessary for the legitimate purpose for which the data is processed.

It will be retained in secure locations. Safeguards are applied to the storage of personal data regardless of the form it is kept in. These safeguards include:


  • Documents are kept in lockable drawers
  • Employees are required to change their computer passwords regularly
  • Electronic documents are password protected
  • Off-site confidential secure storage for archived paper-based documents

The Company will retain personal HR data in accordance with the below schedule:


Type of HR data Retention period
  • Employee Personnel Records
  • 6 years after employment ends
  • Personnel records of senior executives
  • Permanently
  • CV’s & Job Applications (Rejected candidates)
  • Up to 1 year
  • Timesheets and Price work records
  • 6 years
  • Payroll Records
  • 6 years
  • Expense claims
  • 6 years
  • Medical Records
  • Permanently
  • Accident Book
  • Permanently



The processing of personal HR data is regularly reviewed to ensure that retention periods are maintained in accordance with this policy.


Expiry of retention period

Once the retention period has expired, Optimum will take all reasonable measures to delete personal HR data to ensure the Company is no longer processing this data. Any deletion of data will take place in a secure manner, ensuring that the confidentiality of the data subject is not breached. This also applies to the deletion of any personal data held within HR systems which results from a data deletion request by the data subject or where required by the exercise of any other right of data subjects in relation to their personal data.



The nominated data controller/auditors/protection officers for the Company are trained appropriately in their roles under data protection legislation.

All employees involved in and responsible for the retention of personal data are trained to protect individuals’ personal data, to ensure data security and to understand the consequences of a breach of the Company’s policies and procedures.


Data Protection Officer

The Company’s Data Protection Officer is Natasha Abrahams. She can be contacted regarding data retention queries via email: or telephone: 07496 879598.