Data Retention Policy

This policy sets out what information Allen’s Barbershop (Roseman Group Ltd) 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

  • Former clients and prospective clients 

  • Employees

  • Job applicants

 

We also hold information about financial transactions relating to these eg services or treatments provided, products bought, payroll information.

 

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

Payroll and wage records including PAYE, income tax, national insurance, sick pay, redundancy payments

Maternity records

Job applications (unsuccessful)

Emails

Retention Period

12 months


4 years

6 years

 

While employment continues and up to 6 years after employment ends


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

4 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 2 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 salon software system which is backed up every day or held in secure electronic files electronically which can be accessed only by our staff members, associates and directors.  

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:

  • Salon software system

  • Electronic files 

  • Emails

  • Paper records, which are securely shredded.  

 

 

Access to personal information, correction and deletion

See our privacy notice [insert website link or provide contact details for the person who can provide a copy]

All requests for access to personal information will be handled by our managing director.  

Responses to requests will be made within 30 days.