Data Retention Policy

1. Purpose of this Policy

Beaufort Nannies is committed to protecting the personal information of families and nannies in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out how long we keep different types of information and the reasons for doing so.

2. General Principles

• Personal data will only be kept for as long as necessary to fulfil the purpose it was collected for.
• Data will be securely deleted or anonymised once it is no longer required.
• Certain records must be kept for specific periods to comply with legal, safeguarding, or financial obligations.

3. Retention Periods
4. a) Families

• Active clients: Information is kept for the duration of our working relationship.
• After placement ends: Records are retained for 6 years to comply with legal and financial record-keeping requirements.
• Safeguarding or complaint records: Retained for as long as necessary, which may be indefinite depending on the circumstances.

1. b) Nannies

• Active nannies: Information is retained while they are registered with the agency.
• After leaving the agency: Core personal details are securely deleted within 12 months, unless:
  – Required for legal, tax, or safeguarding purposes.
  – A nanny requests earlier deletion (subject to legal obligations).
• Safeguarding or complaint records: May be retained indefinitely where necessary.

1. c) Financial Records

• All invoices, payments, and related records: Retained for 6 years in line with HMRC requirements.

1. d) Communications

• General correspondence (emails, messages): Retained for up to 3 years, unless part of an ongoing matter or legal requirement.

4. Secure Disposal

• Data no longer required will be securely deleted from electronic systems and, where applicable, paper records will be shredded.
  • Where anonymisation is possible, records may be retained for statistical or business planning purposes without identifying individuals.

5. Rights of Families and Nannies

• Families and nannies have the right to request access to their data, request correction of inaccurate information, or request deletion where appropriate.
  • Deletion requests will be honoured unless retention is required for legal or safeguarding purposes.

6. Review of Policy

This policy will be reviewed annually to ensure it remains compliant with current data protection laws and best practice.