Record Retention Policy

Brightred maintains records in accordance with the Data Protection Act 1998 and the Information Commissioner’s Office to ensure that our business runs efficiently and in order to comply with statutory requirements.

Any records that are no longer required are destroyed securely.


Personnel Records


  • Document Description

    Work-seeker records including application form/CV, ID checks terms of engagement (see also below) details of assignments, opt-out notices and interview notes

  • Retention Period

    2 years from the last date of providing work-finding services as an Employment Agency or Employment Business

  • Relevant Legal Provision

    Conduct of Employment  Agencies and Employment Businesses Regulations 2003

  • Hirer records including client details, terms of business (see below), assignment/ vacancy details

  • 2 years from the last date of supply or introduction to any client

  • Conduct of Employment Agencies and Employment Businesses Regulations 2003

  • Terms of engagement with temporary worker and terms of business with clients

  • 7 years in order to deal with any civil action in the form of contractual claim

  • Limitation Act 1980

  • Working time records:
    • 48 hour opt out notice
    • Annual leave records

  • 2 years from the time they were created

  • Appraisal/assessment records

  • 5 years

  • Under the DPA no specific period is detailed so records should only be kept as long as necessary

  • References

  • 1 years following the introduction to a client OR 2 years after engagement has ended, whichever is the later

  • Under the DPA records are only to be kept as long as necessary however the Conduct Regulations require references to be kept for 1 year

  • Records held relating to right to work in the UK

  • 2 years after employment or engagement has ended

  • Sickness records – statutory sick pay

  • 7 years

  • Statutory maternity, paternity, adoption pay

  • 7 years from the end of the tax year to which it relates

  • Pension auto-enrolment (including auto-enrolment date, joining date, opt in and opt out notices, contributions paid)

  • 7 years except for opt out notices which are kept for 4 years

  • Staff records including CV, ID, bank details, reference information and other personnel information (e.g. absence & disciplinary records)

  • 2 years from employee termination date



Company Financial Records

  • VAT

  • 7 years

  • Company Accounts

  • 7 years

  • Payroll Information

  • 7 years from the end of the year

  • ITEPA (the intermediaries legislation) records

  • 3 years after the tax year to which they relate