Data Retention Policy for Perfect Hire Global Recruitment

1. Introduction
Perfect Hire Global Recruitment is committed to ensuring that personal data is only retained for as long as necessary to fulfil the purposes for which it was collected. This Data Retention Policy sets out how we manage the retention and deletion of personal data in compliance with data protection laws, including the General Data Protection Regulation (GDPR).

2. Purpose
The purpose of this policy is to provide clear guidelines on how personal data should be retained and disposed of, ensuring that we comply with legal, regulatory, and business requirements. We aim to minimize the risk of storing personal data for longer than necessary and to ensure that data is securely deleted or anonymized when it is no longer required.

3. Retention Periods
Personal data should only be retained for as long as it is required to meet the legitimate purpose for which it was collected. The retention periods for different types of personal data are as follows:
•Candidate Data: Personal data related to candidates, including CVs, interview notes, and application details, will be retained for a period of 6 months following the end of the recruitment process, unless the candidate has requested otherwise, or we are legally required to keep the data for a longer period.
•Employee Data: Personal data related to current and former employees will be retained in accordance with employment laws and regulatory requirements. Typically, this data will be retained for up to 7 years after employment ends.
•Client Data: Data related to clients and their representatives, including contact details, contracts, and communications, will be retained for a period of 6 years from the end of the business relationship or the final contract date, whichever is later.
•Financial Data: Data related to financial transactions, such as invoices, payroll, and tax records, will be retained for a period of 7 years in accordance with tax laws and accounting practices.
•Marketing Data: Personal data used for marketing and communication purposes will be retained for a period of 12 months from the last contact, unless consent for further marketing communications is given.

4. Secure Deletion and Disposal
When personal data reaches the end of its retention period, it will be securely deleted or anonymized. This includes the following steps:
•Electronic Data: Data stored in digital format will be permanently deleted using secure deletion software to ensure it cannot be recovered.
•Paper Records: Physical documents containing personal data will be shredded or securely disposed of.
•Third-Party Processors: Any third-party services or processors we use to store or manage personal data are required to follow similar data retention and deletion practices. We ensure that Data Processing Agreements (DPAs) are in place with these third parties to enforce this.

5. Data Subject Rights
Individuals have the right to request the deletion of their personal data if it is no longer necessary for the purposes for which it was collected or if they withdraw their consent (when consent is the legal basis for processing). Requests for deletion will be handled in accordance with our Data Protection Policy, and we will respond within the required time frame.

6. Legal and Regulatory Requirements
In some cases, we may be required to retain personal data for longer periods due to legal, regulatory, or contractual obligations. These include:
•Legal Obligations: Certain personal data may need to be retained to comply with legal obligations, such as tax, employment, or health and safety laws.
•Contractual Requirements: We may need to retain personal data for a period following the termination of a contract, in case of legal claims or disputes.

7. Data Minimisation
We will regularly review our data retention practices to ensure we are not holding more data than is necessary. Where possible, we will anonymize or pseudonymize data to limit the risk associated with data retention.

8. Retention Reviews
We will conduct periodic reviews of retained data to ensure that data is still required for the purposes for which it was collected. Data that is no longer needed will be securely deleted or anonymized.

9. Responsibilities
All staff members and departments within Perfect Hire Global Recruitment are responsible for ensuring compliance with this Data Retention Policy. Managers and team leaders are responsible for ensuring that employees are aware of and follow the policy in relation to the data they handle.

10. Changes to the Data Retention Policy
This Data Retention Policy will be reviewed regularly to ensure it remains compliant with data protection laws and business practices. Any changes to this policy will be communicated to all relevant parties and documented accordingly.

11. Contact Details
If you have any questions or concerns about this policy or how we handle your personal data, please contact us at:

Email: info@perfect-hiregr.com
Phone: 0191 8290077
Address: Office 2, Armadillo Self Storage, Newcastle upon Tyne NE6 5XB
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