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Ever wondered how the Bradford Factor formula calculates your employees' absence scores? Check out this graphic to have the Bradford Factor calculation explained to you clearly. So many HR systems claim to be different. How long should you keep employee records for? How long to keep payroll data Data relating to PAYE, maternity pay or SMP statutory mandatory pay need only be kept for 3 years after an employee leaves your company, as that is how long the HMRC may be interested in the information for conducting reviews or audits.
To keep yourself safe, put every category of employee data through this six-step procedure: Step one — Carry out an audit. Ensure that you can access, change or delete data if asked to by an employee Step six — Have regular clear outs. Be careful when moving and storing data Another important point — especially if you are an international company — is that GDPR prohibits you from exporting data to countries outside the European Economic Area unless that country has data protection laws equal to those laid out in GDPR.
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Additionally, employers must keep on file any employee benefit plan such as pension and insurance plans and any written seniority or merit system for the full period the plan or system is in effect and for at least one year after its termination. In addition, employers must keep for at least two years all records including wage rates, job evaluations, seniority and merit systems, and collective bargaining agreements that explain the basis for paying different wages to employees of opposite sexes in the same establishment.
These requirements apply to all employers covered by Federal anti-discrimination laws, regardless of whether a charge has been filed against the employer. For example, emergency contact telephone numbers are no longer necessary. Howevber, the law states that employers must retain employee records in certain situations for example working time and tax and employers are advised to retain the records for themselves for six years in case they are sued for breach of contract.
By submitting, you agree to our Privacy Policy. London Cambridge Aberdeen Manchester Birmingham. Call Employment Team. Which personnel records? Below is a list of documents and for how long they should be kept. Working time records — two years from the date to which they relate; Maternity, paternity, adoption and shared parental leave pay records — three years after the end of the tax year in which the pay ceased.
GDPR considerations? Practical advice for employers to be compliant In light of these levels of fines, it is highly advisable to ensure that you are compliant with the GDPR. Some important categories of compliance include: Employee consent Have all your employees given their consent to you to use their data? Subject access requests You must make sure that you have a procedure in place to handle subject access requests by current and former employees. Security of data For current employees, as well as former employees about whom you will retain personal data long after they have ceased to work for you, you must ensure that their personal information is kept securely.
Need assistance? How long can you keep personal data GDPR? How long should I keep employee personnel files? What should be kept in a personnel file UK? Share this article on:. Share on twitter. Share on facebook. Share on linkedin. Table of Contents. Need advice?
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