Data Retention Policy

Beacon People Limited (“we”, “us”) retains personal and business data only for as long as necessary for the purposes for which it was collected, and in accordance with legal, regulatory, and contractual requirements. This policy sets out our approach to retention and the main periods we apply. It should be read alongside our Privacy Policy.

1. Principles

We do not retain data longer than necessary. We consider the purpose for which the data was collected, our legal and regulatory obligations, the nature of the data, and the potential risk of harm from retaining or deleting it. When data is no longer needed, we securely delete or anonymise it so that it can no longer identify individuals, unless we are required or permitted to retain it for longer (e.g. for legal proceedings or regulatory purposes).

2. Payroll and tax records

We retain payroll records, payslips, and tax-related information (including records required for HMRC) for at least 6 years from the end of the tax year to which they relate. This is to comply with UK tax and employment law. In some circumstances we may retain such records for longer if required by law or for legitimate business purposes (e.g. dispute resolution).

3. Employment and right-to-work records

We retain employment contracts, right-to-work and identity verification records, and related HR documentation for the duration of the employment relationship and for a period after termination as required by employment law and to defend or pursue legal claims. Right-to-work copies are retained for at least two years after employment ends, in line with Home Office guidance.

4. Contract and commercial records

Contracts with agencies, suppliers, and other business partners are retained for the term of the contract and for a period thereafter (typically 6 years from the end of the contract or the last activity) to support contract administration, dispute resolution, and legal and regulatory compliance.

5. Marketing and communications

Where you have consented to marketing, we retain your contact details and preferences until you withdraw consent or unsubscribe. We may retain a record that you have opted out so that we do not contact you again. General correspondence and enquiry records are retained for a reasonable period (typically up to 6 years) depending on the nature of the enquiry.

6. Website and technical data

Logs and technical data relating to your use of our website are retained only for as long as necessary for security, troubleshooting, and analytics purposes, in line with our Cookie Policy and Privacy Policy. This is typically a limited period (e.g. months rather than years) unless a longer retention is required for legal or security reasons.

7. Your rights

You have the right to request access to your personal data, correction of inaccuracies, and in certain circumstances erasure or restriction of processing. If you believe we are retaining your data longer than necessary or in breach of this policy, please contact us at [email protected]. For more on your rights, see our Privacy Policy.

8. Changes

We may update this policy from time to time to reflect changes in law, regulation, or our practices. The “Last updated” date at the top of this page indicates when it was last revised.