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How Long Is Too Long? Setting Retention Periods for HR Records

ByPrivacyiQ

Unsure how long to keep HR records under UK GDPR? Here’s a breakdown for hiring managers and compliance teams.

HR records often sit in systems long after employees leave — exposing firms to unnecessary GDPR risk.

UK GDPR requires that personal data be retained only as long as necessary for the purpose it was collected. But what’s “necessary” in practice?

Examples:

  • Right to Work checks: 2 years after employment ends
  • Payroll data: 6 years (per HMRC requirements)
  • Recruitment data: 6–12 months if not hired

Establishing standard retention schedules for HR and documenting them is not just a compliance step — it reduces storage costs and limits breach risk.

Tip: Align retention with legal obligations, not convenience. Your policy should be clear, accessible, and periodically reviewed.

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