What information can be kept about staff

If staff have had a shift with their employer:

• You will need to make sure you don’t have any outstanding payments owed to you.
• You may need to retain the following information about you for a period of no longer than 2 years:
  • name
  • address
  • date of birth
  • sex
  • education and qualifications
  • work experience
  • National Insurance number
  • tax code
  • emergency contact details
  • employment history with the organisation
  • employment terms and conditions (eg pay, hours of work, holidays, benefits, absence)
  • any accidents connected with work
  • any training taken
  • any disciplinary action

As per UK employment law, the employer may need to retain the following for a minimum of 2 years:

• Passports image with the document expiry date, the holder’s nationality, date of birth, signature, immigration permission, expiry date, photograph and any page containing information indicating the holder has an entitlement to enter or remain in the UK (visa or entry stamp) and undertake the work in question 
• Immigration Status Document and/or Application Registration Card.
  • See Gov.uk for further information on retaining ID documents:
    • https://www.gov.uk/government/publications/right-to-work-checks-employers-guide/an-employers-guide-to-right-to-work-checks-6-april-2022-accessible-version#how-to-establish-a-statutory-excuse-for-right-to-work-checks
      • See Item 2 > Step 3