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Name of Organisation:        Institute of Health Visiting

Responsible Director:          Chief Executive

Data Protection Officer:      Head of Operations



Retention period


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


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


Policies In perpetuity
Documents relating to claims 3 years after resolution


Participant identifiable data 5 – 7 years depending on study
Participant contact details 3 months after end of study
Participant consent forms 5 years


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

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