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Privacy Policy

1. Introduction

  • Innovatex Recruiters (”We, our, us”) are committed to protecting and respecting your privacy.
  • These guidelines support our Privacy Notices and Data Protection
  • The guidelines are intended to ensure that we process personal data in accordance with the personal data protection principles, that:
  • Personal data must be collected only for specified, explicit and legitimate purposes. It must not be further processed in any manner incompatible with those purposes.
  • Personal data must be adequate, relevant and limited to what is necessary in relation to the purposes for which it is When personal data is no longer needed for specified purposes, it is deleted or anonymised as provided by these guidelines.
  • Personal data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when
  • Personal data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed.
  • Personal data must be secured by appropriate technical and organisational measures against unauthorised or unlawful processing, and against accidental loss, destruction or damage.
  • The Data Protection Compliance Team is responsible for overseeing these

2. Records

  • We hold the information set out in our Privacy Notices and can be contacted with any enquiries relating to this personal
  • We accept that we need to ensure that your personal details are up to date and
  • These provisions are intended to complement the data subject rights referred to in our Privacy Notices.

3. General Principles of Retention and Erasure

  • Our approach to data retention ensures compliance with the data protection principles outlined in these guidelines, focusing on:
  • Regularly reviewing records to ensure they remain adequate, relevant, and limited to facilitate our relationship with you.
  • Keeping records secure and protecting them against unauthorized or unlawful processing and accidental loss or damage. Where applicable, we use anonymization to prevent identification of individuals.
  • Ensuring records, whether in paper or electronic format, are destroyed safely and permanently when no longer required.

4. Retention and Erasure Periods

We adhere to recommended retention periods outlined in legislation while also considering legal risks, best practices, and insurance requirements. The table below summarizes the retention periods for specific types of records:

Recruitment Records

  • Examples: Online application forms, CVs, assessment tests, interview notes, verification checks, and criminal record checks.
  • Retention Period: 2 years for prospective candidates with no further contact. Limited information for successful candidates will be retained for 7 years.

Immigration Checks

  • Examples: Passports and right-to-work documents.
  • Retention Period: 3 years after employment ends.

Contracts

  • Examples: Employment contracts, documented changes to terms.
  • Retention Period: Retained for 7 years after employment ends.

Payroll Records

  • Examples: Overtime, bonuses, expenses, benefits, and bank details.
  • Retention Period: 7 years after employment ends or as required by tax law.

Personnel Records

  • Examples: Qualifications, leave records, disciplinary reports, and grievance procedures.
  • Retention Period: Retained for 7 years after employment ends.

Accident Records

    • Examples: Reports of work-related accidents, injuries, or deaths.
    • Retention Period: 7 years after the report is created.

5. Internal Document Retention Periods

Certain documents require indefinite retention, such as:

  • Annual reports and accounts.
  • Health & Safety risk assessments and policy documents.
  • Certificates of incorporation.
  • Pension fund records.

Other documents, such as tax records, payroll details, and contracts, are retained for 6–12 years as specified by legal and business requirements.

6. For Further Information

For additional details, you can reach us at:
Compliance Operations Team
Innovatex Recruiters
Suite 3 Davis House, Lodge Causeway, Bristol, BS16 3JB

Alternatively, email us at [email protected]