Record Retention Candidate & Client Summary
How Long We Keep Your Information
As a specialist education recruitment agency, we only keep your personal information for as long as we genuinely need it – to
provide you with work-finding services, to meet our legal and safeguarding obligations, and to keep accurate records for our
clients. This page explains, in plain terms, how long we keep the different types of information we hold about you.
| Your Information | How Long We Keep It |
|---|---|
| Right to Work documents (passport, visa, share code, etc.) | 2 years after your employment or assignment with us ends. |
| DBS (criminal record) certificate | We don’t keep the original certificate for more than 6 months after we make our recruitment decision. After that we only keep the certificate number, date and outcome, for up to 6 years. |
| Your registration and assignment records | At least 1 year from when your file was created, or from when we last found you work – whichever is later. |
| Your full candidate file, if we successfully place you (application, interview notes, safeguarding checks, etc.) | Up to 6 years after our working relationship ends. |
| Your file, if we registered and vetted you but weren’t able to take things further (e.g. references or documents didn’t check out) | We’ll always tell you why, then keep your file for 1 year. |
| Your details, if you sent us a CV/application and we couldn’t reach you | Deleted straight away once we’ve tried to contact you 3 times over 3 months with no reply – we don’t keep your CV or any other details. |
| References, qualification certificates, proof of address, National Insurance details | Up to 6 years after our relationship ends, because we may need to check or refer back to these while you’re working with us. |
| Your signed GDPR Consent Form | 2 years from when you sign it – after that we’ll ask you to renew it. |
| Payroll, wages, holiday pay, sick pay, pension records | 6 years from the end of the relevant financial year (this is an HMRC requirement). |
| PAYE records | 3 years from the end of the relevant tax year (this is an HMRC requirement). |
| Recorded phone calls (for training and quality purposes) | 1 year from when the call was recorded, or from when we last found you work – whichever is later. |
| Safeguarding declarations and training certificates | Up to 6 years after our relationship ends, as part of your compliance file. |
| Client contact details (schools, SENCOs, supply coordinators) | For as long as we have a working relationship, and a reasonable period after. |
Keeping Your Data Safe
- Any confidential paperwork is shredded once it’s no longer needed – we don’t leave documents lying around on desks.
- All our devices are password protected and secured with two-factor authentication, so your information can’t be accessed by anyone without proper authorisation.
Your Rights
You have the right to ask us what information we hold about you, to ask us to correct it, and in some circumstances to ask us
to delete it or stop using it earlier than the periods above. If you’d like to do any of these things, or have any questions about
how we handle your information, please contact us at misra.hanson@hansoner.com.
For full detail on how and why we process your information, please see our Data Protection & Processing Policy & Privacy
Notice.
Last reviewed: 1 August 2026 | Next review: 1 August 2027