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1. Retention schedule
| Record | Retention |
|---|---|
| Candidates not placed | 12 months after the last meaningful contact, unless the candidate asks us to keep their profile |
| Candidates placed with an employer | At least 1 year after our last supply of services (Conduct Regulations 2003); up to 6 years after the placement ends for legal claims |
| Candidate documents (identity, qualifications, references) | Deleted when no longer needed for the purpose requested, and at the latest with the candidate record |
| Employer and general enquiries | 24 months after the last contact |
| Complaints register | 6 years after closure |
| Audit and access logs | 6 years |
| Marketing consent records | Until consent is withdrawn, plus 2 years as evidence |
| Employee records | See the Employee Privacy Notice |
2. Review
Our recruitment system flags records that have reached the end of their retention period. An administrator reviews the list each month and deletes or anonymises records that are no longer required.
3. Secure disposal
- Electronic files are permanently deleted from storage.
- Database records are deleted or irreversibly anonymised, keeping only the reference number and non-identifying statistics.
- Physical documents are shredded by cross-cut shredder or a certified confidential waste service.
- Each deletion is recorded in the audit log.
4. Ownership
The person responsible for data protection reviews this schedule at least once a year.