Data Retention Schedule
We retain personal data only as long as necessary for the purposes collected, then securely delete or anonymise it in line with UK GDPR and the Data Protection Act 2018.
| Data Category | Examples | Retention Period | Reason / Legal Basis |
|---|---|---|---|
| Learner Records | Name, contact, enrolment, learning history, assessments, certificates | 6 years from last course completion | Awarding body/sector compliance; Limitation Act 1980 (contract claims) |
| Certificates & Qualifications | Digital/printed certificates issued to learners | 6 years from issue date | Regulatory proof of training; audit trail |
| Special Category Data | Health/disability info for learning accommodations | Only while required for course delivery; delete within 3 months of completion | Explicit consent; data minimisation (UK GDPR Art. 9) |
| Employer / Client Records | Company details, bookings, training agreements | 6 years from contract end | Contract/audit purposes; Limitation Act 1980 |
| Financial Records | Invoices, payments, tax records | 6 years from financial year end | HMRC statutory requirement |
| Safeguarding Records | Safeguarding reports and incident logs | Until child reaches 25; adults 7 years from case closure | Safeguarding best practice; Children Act 1989 |
| Marketing Data | Mailing lists, consent logs | Until consent withdrawn or 2 years inactivity | Consent (UK GDPR); legitimate interests (opt-out honoured) |
| Website Analytics | IP, browser info, usage (e.g., Google Analytics) | 26 months | Service improvement; GA default retention |
| CCTV / Surveillance (if used) | Video footage | 30 days unless required for investigation | ICO CCTV Code of Practice |
| Job Applicant Data | CVs, applications, interview notes | 6 months after recruitment ends | Equality Act 2010; recruitment best practice |
| Employee & Contractor Records | HR files, contracts, payroll | 6 years after employment ends | Employment law; Limitation Act 1980 |
Secure disposal: digital data is permanently deleted from systems/backups; paper records are shredded or destroyed by approved confidential waste providers.