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DATA RETENTION POLICY


Having completed an audit of the data held by our company, the Data Protection Act 2018 requires us to have in place a data retention policy that clearly defines how long we will hold our personal data, together with the reasoning behind the decision to hold that data. For ease of reading we have separated the data we hold into 4 sub-categories.

Save for exceptional circumstances, which must be raised with, and approved by Gerlize de Villiers, all personal data must be retained in accordance with this policy. Often, in respect of certain types of information, we are under a legal obligation to retain the information for a minimum period of time. Where this is the case, the minimum time we have stipulated is the same as the time required under law. Furthermore, there are occasions where it is appropriate for us to retain personal data for longer than the period prescribed in law (for example, where there may be a court case in process or expected where the data will form part of the evidence in the case). In such circumstances, the requirements of the court case will override the policies outlined below.

All personal data is held in accordance with DVW’s Privacy Policy, which can be found here www.dvwanalytics.com/privacy-policy.html, Data Protection Policy, which can be found here www.dvwanalytics.com/data-protection-policy.html and this Data Retention Policy. If you wish to exercise any of your legal rights, or have any questions, comments and requests regarding this policy, please contact us in writing via our website at https://www.dvwanalytics.com/contact-us.html.

Where there is a requirement for DVW to retain information for longer periods of time, consideration must be given to whether any personal data within it should be ‘anonymised’ such that the data subject can no longer be identified but the contents and context of the document still reviewed and understood. Where, in the table below, the data is identified as being capable of being anonymised, anonymisation should take place as soon as reasonably possible once the need for the personal data has expired.

Employees / Job Applicants

Type of Data Held

Location of Data

Reason for Data Being Held

Retention Period

Reason for Retention Period

Delete / Anonymise

Full Name

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

6 years after having left employment

Claims can be brought up to 6 years after the end of employment so this information may be needed in the event of a claim being

brought.

Delete

Date of birth

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

6 years after having left employment

Delete

Full address

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

6 years after having left employment

Delete

Previous addresses

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

On leaving

Delete

Telephone numbers

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

6 years after having left employment

Delete

Personal email address

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

6 years after having left employment

Delete

Gender

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

6 years after having left employment

Delete

Marital status and dependants

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

On leaving

Delete

Next of kin and emergency contact information

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

Vital Interests

On leaving

Delete

National Insurance Number

SAP ByD, Internal HR drive, Paper file, Payroll

Contractual Obligations

Legal Obligations

7 years after having left employment for HR drive and Payroll only, otherwise 6 years

Tax reporting purposes

Delete

Bank details

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

6 months after having left employment

Delete

Tax Codes

Payroll, Internal HR drive

Contractual Obligations

Legal Obligations

7 years after having left employment

Tax reporting purposes

Delete

Payroll Information

Payroll, Internal HR drive

Contractual Obligations

Legal Obligations

7 years after having left employment

Tax reporting purposes

Delete

Copy of driving license

Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

1 year after having left employment

Delete

Medical information (i.e. information relating to disabilities or medical information that may be needed).

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

Vital Interests

To enable us to ensure your health and safety in the workplace, to assess your fitness for work, to provide reasonable adjustments where necessary and to monitor and manage sickness absence and administer pay and benefits.

Upon leaving employment unless the data needs to be retained for the purposes of reporting or compliance with our legal obligations, in which case it will be retained for 6 years after leaving employment.

These records are classed as sensitive personal data, there is no need for the company to have any information relating to an employee’s medical history after they leave employment unless it needs to be retained in accordance with our legal obligations, including under the Equality Act 2010.

Delete

Race, religion, sexual orientation

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

To ensure equal opportunities

6 years after leaving employment

Claims can be brought up to 6 years after the end of employment so this information may be needed in defence of a

claim.

Delete

Contract of employment

Internal HR drive, Paper file

To ensure all employee records are accurate and

to ensure both the company and its employees are complying with the terms of the contract of

employment

6 years after leaving employment

Claims can be brought up to 6 years after the end of employment so this information may be needed in defence of a

claim.

Delete

Disciplinary history

Internal HR drive, Paper file

To ensure employee records are up to date and accurate.

Upon expiry of disciplinary action or 6 years after termination of employment, whichever is

sooner.

Many disciplinary notes expire after a set period and should be removed from the record upon expiry.

Some, however, will need to be kept on record as evidence in the event of an employment tribunal claim or other litigation, or for regulatory

reasons.

Delete

Performance Management Information

Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

1 year after having left employment

Delete

Grievances

Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

6 years after leaving employment

Claims can be brought up to 6 years after the end of employment so this information may be needed in the event of a claim being brought.

Delete

CVs

Paper file

To enable the assessment of candidates for jobs.

12 months after unsuccessful application

To enable the defence of any claims arising out of a rejected application.

Delete

Criminal records

Internal HR drive, Paper file

To ensure that the employee is not prohibited from undertaking the employment and to ensure the Company is not putting employees or third parties at risk.

Upon the expiry of the rehabilitation period or 6 months after termination of employment, whichever is sooner.

Criminal records are highly sensitive information and the retention period balances the requirements of the Company against the rights of the subject and the harm that could be caused by the loss of this data.

Delete

Right to work documentation

Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

2 years after having left employment

Delete

Employment history (training records, working hours, job titles, salary information, details of family-related leave)

SAP ByD, Internal HR drive, Paper file

Contractual Obligations

Legal Obligations

1 year after having left employment

Delete

Sickness and holiday records

SAP ByD, Internal HR drive, Paper file

To ensure employee records are up to date and accurate

6 years after leaving employment

Delete

Suppliers

Type of Data Held

Location of Data

Reason for Data Being Held

Length of Time Data to be Held

Reason for Length of Time

Delete / Anonymise

Key contact names

SAP ByD, Internal shared drive, paper contracts in locked supplier cabinet, Outlook, office mobile phones

To enable communication with suppliers

6 months after termination or after specific contact has left the employ of the supplier, whichever is sooner

To enable referencing should the need arise.

Delete

Key contact email addresses

SAP ByD, Internal shared drive, paper contracts in locked supplier cabinet, Outlook, office mobile phones

To enable communication with suppliers

6 months after termination or after specific contact has left the employ of the supplier, whichever is sooner

To enable referencing should the need arise.

Delete

Supplier contracts and documents

Internal HR drive, paper contracts in locked supplier cabinet

To enable monitoring of supplier performance and communication with suppliers

6 years after the end of the supplier relationship

Court claims can be brought up to 6 years after the contract has ended and the information may be required as evidence in any such claim.

Anonymise

Customers

Type of Data Held

Location of Data

Reason for Data Being Held

Length of Time Data to be Held

Reason for Length of Time

Delete / Anonymise

Key contact names

Internal shared drive, paper contracts in locked customer cabinet, Outlook, office mobile phones

To enable communication with client

6 months after termination or after specific contact has left the employ of the client, whichever is sooner

To enable referencing should the need arise.

Delete

Key contact email addresses

Internal shared drive, paper contracts in locked customer cabinet, Outlook, office mobile phones

To enable communication with client

6 months after termination or after specific contact has left the employ of the client, whichever is sooner

To enable referencing should the need arise.

Delete

Client contracts and documents

Internal shared drive, paper contracts in locked customer cabinet

To enable monitoring of supplier performance and communication with clients

6 years after the end of the client relationship

Court claims can be brought up to 6 years after the contract has ended and the information may be required as evidence in any such claim.

Anonymise

Prospects

Type of Data Held

Location of Data

Reason for Data Being Held

Length of Time Data to be Held

Reason for Length of Time

Delete / Anonymise

Names

Internal shared drive, CRM, Email marketing system, Outlook, Company mobiles

To enable the company to seek new business

3 years after last contact

After 3 years with no contact it is unlikely the prospect will convert and the data should no longer be retained.

Delete

Email addresses

Internal shared drive, CRM, Email marketing system, Outlook, company mobiles

To enable the company to seek new business

3 years after last contact

After 3 years with no contact it is unlikely the prospect will convert and the data should no longer be retained.

Delete

Documentation

Internal shared drive, Outlook

To enable the company to seek new business

3 years after last contact

After 3 years with no contact it is unlikely the prospect will convert and the data should no longer be retained.

Delete

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DVW Analytics, from De Villiers Walton, is dedicated to bringing the power of SAP to users of Alteryx, KNIME, Power BI, Tableau & other global leaders in BI and analytics.

© COPYRIGHT 2003 - 2021 DE VILLIERS WALTON LIMITED. ALL RIGHTS RESERVED.

SAP® Business Suite, SAP® BusinessObjects™, SAP® BW, SAP® SuccessFactors are the trademarks or registered trademarks of SAP SE in Germany and in several other countries.
PRIVACY POLICY
  • PRODUCTS
    • ALTERYX CONNECTORS >
      • ALTERYX CONNECTOR FOR SAP
      • ALTERYX CONNECTOR FOR BUSINESSOBJECTS
      • ALTERYX CONNECTOR FOR SUCCESSFACTORS
      • SAP METADATA CONNECTOR FOR ALTERYX CONNECT
    • KNIME CONNECTORS >
      • KNIME CONNECTOR FOR SAP
    • POWER BI CONNECTORS >
      • POWER BI CONNECTOR FOR SAP
    • TABLEAU CONNECTORS >
      • TABLEAU CONNECTOR FOR SAP
  • SERVICES
    • PROFESSIONAL SERVICES
    • TRAINING
  • DEMOS
  • FREE TRIAL
  • PRICING
  • RESOURCES
    • WEBINARS >
      • ON-DEMAND WEBINAR: SAP IN ALTERYX DESIGNER AND SERVER 101 - LEARN HOW TO ACCESS YOUR DATA LIKE A PRO
      • ON-DEMAND WEBINAR: ANALYSE + AUTOMATE YOUR SAP DATA WITH COCA-COLA EUROPEAN PARTNERS
      • ON-DEMAND WEBINAR: ANALYSE + AUTOMATE YOUR SAP DATA FULL DEMO
      • ON-DEMAND WEBINAR: DETAILED WALKTHROUGH OF THE ALTERYX CONNECTOR FOR SAP
      • ON-DEMAND WEBINAR: WHAT'S NEW WITH THE ALTERYX CONNECTOR FOR SAP
      • ON-DEMAND WEBINAR: AN INTRODUCTION TO SAP FOR ALTERYX USERS
      • ON-DEMAND WEBINAR: AN INTRODUCTION TO SAP DATA PREP & ANALYTICS WITH ALTERYX
      • ON-DEMAND WEBINAR: ALTERYX AND THE ALTERYX CONNECTOR FOR SAP
    • EVENTS >
      • BEER AND ANALYTICS 2020
      • BI INNOVATION & TECH FEST 2020
      • ALTERYX INSPIRE 2019
      • ALTERYX INSPIRE EUROPE 2019
    • FAQ
    • LICENSE
    • RESELLER RESOURCES
    • GETTING STARTED
    • INSTALLATION GUIDES
    • SOFTWARE DOWNLOADS
    • TUTORIALS
    • SAMPLE WORKFLOWS
  • BLOG
  • ABOUT
    • ABOUT US
    • CONTACT US
    • CUSTOMERS
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    • RESELLERS