{"id":14957,"date":"2006-02-20T14:16:00","date_gmt":"2006-02-20T14:16:00","guid":{"rendered":"https:\/\/www.brightmine.com\/uk\/?post_type=resources&#038;p=14957"},"modified":"2026-04-21T09:17:15","modified_gmt":"2026-04-21T09:17:15","slug":"how-to-manage-the-retention-of-employee-data-under-the-uk-gdpr","status":"publish","type":"resources","link":"https:\/\/www.brightmine.com\/uk\/resources\/hr-compliance\/employee-privacy\/gdpr\/how-to-manage-the-retention-of-employee-data-under-the-uk-gdpr\/","title":{"rendered":"How to manage employee data retention under the UK GDPR"},"content":{"rendered":"\n<div class=\"wp-block-group alignwide has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-b5fc8583 wp-block-group-is-layout-constrained\" style=\"border-radius:25px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-7fc3d43a wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:70%\">\n<p class=\"\">By <strong><strong>Darren Newman<\/strong><\/strong>, Brightmine Consultant Editor and <strong>Susie Munro<\/strong>, Brightmine Senior Legal Editor<\/p>\n\n\n\n<p class=\"\">One of the most frequent issues raised by HR professionals in the context of data protection concerns the retention of records relating to current and former employees and job applicants. This guide aims to give some practical guidance on the requirements under the UK General Data Protection Regulation (retained from EU Regulation 2016\/679 EU) (UK GDPR) in relation to the retention of records.<\/p>\n\n\n\n<p class=\"\">At the end of the Brexit transition period, the GDPR was converted into domestic law as the UK GDPR, so employers must continue to comply with the GDPR regime. The Government has also introduced the Data Protection Act 2018, which supplements the UK GDPR.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">In this guide, learn about:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Requirements of the UK GDPR\n<ul class=\"wp-block-list\">\n<li class=\"\">Special categories of personal data and criminal records data<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li class=\"\">The consequences of getting it wrong<\/li>\n\n\n\n<li class=\"\">The data retention policy<\/li>\n\n\n\n<li class=\"\">Recruitment records\n<ul class=\"wp-block-list\">\n<li class=\"\">Recruitment data relating to unsuccessful candidates<\/li>\n\n\n\n<li class=\"\">Recruitment data relating to successful candidates<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li class=\"\">Maintaining personnel files<\/li>\n\n\n\n<li class=\"\">Retaining records when the employment relationship has ended\n<ul class=\"wp-block-list\">\n<li class=\"\">Defence against legal claims<\/li>\n\n\n\n<li class=\"\">Specific record-keeping requirements<\/li>\n\n\n\n<li class=\"\">References<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Want to see more?<\/h3>\n\n\n\n<p class=\"\">For full access to <strong>How to manage the retention of employee data under the UK GDPR<\/strong>, sign up to a HR and Compliance Centre subscription today.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"\/uk\/quote\/?intcmp=hrcc-migrated-resource|quote|request-a-quote\" style=\"border-radius:25px\">Request a quote<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column lnrs-hide-block-on-mobile is-layout-flow wp-block-column-is-layout-flow\" style=\"border-left-color:var(--wp--preset--color--secondary-gray);border-left-width:2px;padding-left:10px;flex-basis:30%\">\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained wp-container-2 is-position-sticky\">\n<div class=\"wp-block-group has-secondary-gray-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-0b691c38 wp-block-group-is-layout-constrained\" style=\"border-radius:1rem;padding-top:15px;padding-right:15px;padding-bottom:15px;padding-left:15px\">\n<h3 class=\"wp-block-heading\">Latest updates<\/h3>\n\n\n\n<p class=\"\">Updated to reflect a change to the Disclosure and Barring Service&#8217;s&nbsp;sample policy&nbsp;on handling DBS certificate information.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-bleach-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-a36fa716 wp-block-group-is-layout-constrained\" style=\"border-radius:14px;padding-top:10px;padding-right:15px;padding-bottom:15px;padding-left:15px\">\n<h3 class=\"wp-block-heading\">Navigate HR complexity with confidence<\/h3>\n\n\n\n<p class=\"\">With Brightmine, you can build powerful people strategies, implement best practices and set your organisation up for a brighter future.<\/p>\n\n\n\n<p class=\"\">Learn how our tools, resources and automation can empower you and your team.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"\/uk\/solutions\/?intcmp=cta|blog|solutions|learn-more\" style=\"border-radius:25px\">Learn more<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group lnrs-hide-block-on-mobile has-global-padding is-layout-constrained wp-container-core-group-is-layout-ad1af2a0 wp-block-group-is-layout-constrained\" style=\"margin-top:0;margin-bottom:0;padding-top:0;padding-bottom:0\">\n<hr class=\"wp-block-separator has-text-color has-secondary-gray-color has-alpha-channel-opacity has-secondary-gray-background-color has-background\" 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resource allocation and drive &#8230;<\/p>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\n\t\n<\/div>\n<\/section><\/div>\n\n\n\n<div class=\"wp-block-group has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-fcdab8bb wp-block-group-is-layout-constrained\" style=\"border-radius:25px;margin-top:var(--wp--preset--spacing--30);margin-bottom:var(--wp--preset--spacing--30);padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--30)\">\n<h3 class=\"wp-block-heading\" style=\"font-size:clamp(17.905px, 1.119rem + ((1vw - 3.2px) * 1.383), 28px);\">About the authors<\/h3>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100px\">\n<figure class=\"wp-block-image size-full is-resized is-style-rounded\"><img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"150\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2025\/08\/13090150\/Darren-Newman.webp\" alt=\"Darren Newman, Employment Lawyer\" class=\"wp-image-13092\" style=\"object-fit:cover;width:100px;height:100px\"\/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"\"><strong>Darren Newman<\/strong><br>Employment Lawyer, Brightmine<\/p>\n\n\n\n<p class=\"\">Darren Newman is an employment lawyer and consultant editor at Brightmine. He qualified at the Bar in 1990, and has extensive experience of representing both employers and employees in the employment tribunal. Darren has provided employment law training to major government departments, commercial organisations, local authorities and public bodies.<\/p>\n\n\n\n<p class=\"\">Connect with Darren on <a href=\"http:\/\/linkedin.com\/in\/darrennewman\/\" target=\"_blank\" rel=\"noreferrer noopener\">LinkedIn<\/a><\/p>\n<\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-cararra-gray-color has-alpha-channel-opacity has-cararra-gray-background-color has-background is-style-wide\"\/>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100px\">\n<figure class=\"wp-block-image size-full is-resized is-style-rounded\"><img loading=\"lazy\" decoding=\"async\" width=\"800\" height=\"800\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/09\/18071358\/susie-munro.webp\" alt=\"Susie Munro, Senior legal editor at Brightmine\" class=\"wp-image-8938\" style=\"object-fit:cover;width:100px;height:100px\" srcset=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/09\/18071358\/susie-munro.webp 800w, https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/09\/18071358\/susie-munro-300x300.webp 300w, https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/09\/18071358\/susie-munro-150x150.webp 150w, https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/09\/18071358\/susie-munro-768x768.webp 768w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"\"><strong>Susie Munro<\/strong><br>Senior Legal Editor, Brightmine<\/p>\n\n\n\n<p class=\"\">Susie has over 20 years&#8217; experience as a solicitor, writer and legal editor. She is responsible for the Brightmine How to guides and FAQs and also works on the Employment law cases.<\/p>\n\n\n\n<p class=\"\">Susie joined the Brightmine editorial team in 2009 having previously worked for Age Concern England, where she advised on and wrote about age discrimination and mandatory retirement.<\/p>\n\n\n\n<p class=\"\">After obtaining an LLB in law from Sussex University, then completing the Legal Practice Course at Bournemouth University, Susie qualified as a solicitor in 2004. She specialised in employment law, working in private practice for a firm in Birmingham.<\/p>\n\n\n\n<p class=\"\">Connect with Susie on <a href=\"https:\/\/www.linkedin.com\/in\/susie-munro-60889680\/\" target=\"_blank\" rel=\"noreferrer noopener\">LinkedIn<\/a>.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-0fd240ca wp-block-group-is-layout-constrained\" id=\"newsletter\" style=\"margin-top:0;margin-bottom:0;padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--30)\">\n<h2 class=\"wp-block-heading has-text-align-center has-large-font-size\">Sign up to receive expert HR insights from Brightmine<\/h2>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained 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By registering your details, you understand that your personal data will be handled according to our <a href=\"https:\/\/risk.lexisnexis.com\/group\/privacy-policy\/\" target=\"_blank\">Privacy Policy<\/a>. \n<\/p><input type=\"hidden\" name=\"client_id\" class=\"client_id\" \/><input type=\"text\" class=\"elq-itemhp-tel5\" name=\"Telephone5\" value=\"\" style=\"width:100%;\" autocomplete=\"2S0OI3\">\n\t\t<input type=\"text\" class=\"elq-itemhp-tel6\" name=\"Telephone6\" value=\"\" style=\"width:100%;\" autocomplete=\"DduwX4\">\n\t\t<input type=\"text\" class=\"elq-itemhp-tel7\" name=\"Telephone7\" value=\"\" style=\"width:100%;\" autocomplete=\"8ihsaF\"><div class=\"wpcf7-response-output\" aria-hidden=\"true\"><\/div>\n<\/form>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to manage employee data retention under the UK GDPR, including lawful retention periods, storage limits, and best practice for HR teams.<\/p>\n","protected":false},"author":11,"featured_media":16444,"comment_status":"closed","ping_status":"closed","template":"wp-custom-template-new-resources","categories":[12],"tags":[],"topic":[75],"class_list":["post-14957","resources","type-resources","status-publish","has-post-thumbnail","hentry","category-guides-how-to","topic-gdpr"],"_lnrs_read_more":"","yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to manage employee data retention under the UK GDPR | Brightmine<\/title>\n<meta name=\"description\" content=\"A practical guide to managing employee data retention under the UK GDPR, covering legal obligations, storage limitation, and HR best practice.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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