Data Retention

The table below sets out retention periods for personal data held and processed by me, as a letting agent. It is intended to be used as a guide only. I recognise that not all personal data can be processed and retained for the same duration, and retention will depend on the individual circumstances relative to the data subject whose personal data is stored.

Type of record

Suggested retention time

Records relating to working time

Two years from the date they were made

Council Tax records

10 years

Accident books and records and reports of accidents

Three years after the date of the last entry

Health and safety assessments and records of consultations with safety representatives and committee

Permanently

Applicants for accommodation

Five years

Housing Benefit notifications

Duration of tenancy

Tenancy files

Duration of tenancy

Former tenants’ files (key info)

Five years

Third party documents

Duration of tenancy

Records re offenders, ex-offenders (sex offender register)

Duration of tenancy

Lease documents

Five years after lease termination

Anti-social behaviour case files

Five years/end of legal action