DATA RETENTION POLICY
This policy sets out what information The London Hairdressing Apprenticeship Academy Limited (LHAA) and The London Beauty training Academy Limited (LBTA) holds, how long we hold it for and when it will be deleted.
It also covers the procedure to follow regarding data requests.
- Information held by us
- How long is personal data held for?
- Where is personal data held?
- How is personal data deleted?
- Access to personal information, correction and deletion
INFORMATION HELD BY US
We hold personal information about:
- Clients / Models
- Former Learners and prospective Learners
- Former clients/Models and prospective clients/Models
- Employees and past Employees
- Employer Co-Investment / Levy contributions
- Job applicants
We also hold information about financial transactions relating to the above as necessary or legally required to do so eg services or treatments provided, products, payroll information, learner enrolment and achievement and certification data. We will hold medical information pertaining only to client/learner use only for the periods shown below or as required by law or as required by The Skills Funding Agency.
HOW LONG IS PERSONAL DATA HELD FOR?
We aim not to hold personal data longer than necessary. Unless requested by an individual, the following types of data will be held for the periods shown below, after which it will be securely deleted or destroyed:
TYPE OF INFORMATION
Client general records
Client health records
Financial transactions, invoices and supplier details
Employee records, contracts of employment, changes to terms and conditions, annual leave, training records
While employment continues and up to 6 years after employment ends
Payroll and wage records including PAYE, income tax, national insurance, sick pay, redundancy payments
6 years from the financial year-end in which payments were made
3 years after the end of the tax year in which the maternity pay period ends
Employer Financial transactions
Job applications (unsuccessful)
6 months after notifying unsuccessful candidates
One year from the end of the month in which they were received or sent unless a longer period is relevant as above. Emails to and from ex-employees or contractors will be deleted within 6 weeks of them leaving unless these form part of the employment record – see above.
WHERE IS PERSONAL DATA HELD?
Personal data about clients, financial transactions and employees are held on our secure servers which are backed up every day which can be accessed only by the Managing Director.
Paper records are held in a locked cabinet or in secure archive storage.
HOW IS PERSONAL DATA DELETED?
Personal data is permanently deleted in accordance with the retention periods listed above from:
- Electronic files
- Paper records, which are securely shredded.