Name of Organisation: Institute of Health Visiting
Responsible Director: Chief Executive
Data Protection Officer: Head of Operations
Item
|
Retention period |
HUMAN RESOURCES RECORDS |
|
| General HR and training records (including disciplinary records and working time records) | 6 years after end of employment |
| Redundancy details, calculations of payments, refunds, notification to the Secretary of State | 6 years from the date of redundancy |
| Documents relating to payroll and wages (also overtime, bonuses, expenses) | 6 years |
| Records relating to statutory maternity pay, including calculations, certificates, or other medical evidence | 3 years after end of tax year to which they relate |
| Statutory Sick Pay records, calculations, certificates, self-certificates | 3 years after the end of the tax year to which they relate |
| Application forms and interview notes (for unsuccessful candidates) | One year |
| Medical records | 40 years from the date of the last entry |
| Retirement Benefits Schemes – records of notifiable events, for example, relating to incapacity | 6 years from the end of the scheme year in which the event took place |
| Accident books, accident records/reports | 3 years after the date of the last entry (except for accidents involving chemicals or asbestos) |
| External consultants (self-employed) | 2 years from last assignment |
FINANCIAL RECORDS |
|
| Accounting records | 3 years for private companies, 6 years for public limited companies |
| Income tax and NI returns, income tax records and correspondence with the Inland Revenue | Not less than 3 years after the end of the financial year to which they relate |
| Gift Aid | 7 years |
INSURANCE RECORDS |
|
| Policies | In perpetuity |
| Documents relating to claims | 3 years after resolution |
RESEARCH |
|
| Participant identifiable data | 5 – 7 years depending on study |
| Participant contact details | 3 months after end of study |
| Participant consent forms | 5 years |
MEMBERSHIP & EVENTS PARTICIPANTS |
|
| Members and Friends | 3 years after leaving |
| Conference, seminar and training events participants | 3 years after last event |
| Trained Champions | 5 years from the date of their original training |
Version 1.2 , May 2018
