Data Retention & Storage Policy
GVOLVO LTD
Email: Hello@gvolvoltd.com
GVOLVO LTD (“we”, “our”, “us”) is committed to securely managing personal, candidate, client, and business data collected through our website, client interactions, and recruitment operations. This policy outlines how we store, retain, and securely dispose of data in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
1. Purpose
The purpose of this policy is to:
- Ensure personal, candidate, and business data is stored securely
- Define retention periods for various types of recruitment and operational data
- Reduce the risk of unauthorised access, loss, or misuse
- Comply with legal, regulatory, and contractual obligations
2. Scope
This policy applies to:
- Client and candidate information collected via enquiries, applications, or consultations
- Records obtained through recruitment placements, staffing engagements, or RPO services
- Employee and contractor records
- Website usage and technical data
- Any data stored digitally or physically within GVOLVO LTD operations
3. Data Retention Periods
| Data Type | Retention Period | Notes |
|---|---|---|
| Client enquiry / candidate application data | 12 months | After this period, data will be securely deleted unless an ongoing recruitment or staffing relationship exists |
| Recruitment placements / staffing engagements | Duration of engagement + 6 years | For compliance, reference, payroll, and accounting purposes |
| Employee and contractor records | 6 years post-termination | Required for payroll, HR, and legal obligations |
| Technical / website logs | 24 months | For security and analytics purposes |
| Marketing consents | Until withdrawn | Stored until explicit opt-out is received |
Retention periods are reviewed periodically to ensure compliance with legal obligations and operational requirements.
4. Data Storage and Security
GVOLVO LTD stores data using secure systems and technologies. Measures include:
- Encryption of sensitive digital data, including candidate and client records
- Secure physical storage for paper records
- Access controls limiting data to authorised personnel
- Regular backups and disaster recovery procedures
- Secure deletion of obsolete or expired records
We continuously review and update our storage practices to align with evolving security and recruitment industry standards.
5. Data Disposal
When data reaches the end of its retention period, GVOLVO LTD ensures it is:
- Permanently deleted from digital systems
- Shredded or otherwise destroyed if physical
- Irrecoverable to prevent unauthorised access
Third-party recruitment or staffing providers handling data on our behalf are contractually obligated to comply with equivalent secure disposal standards.
6. Responsibilities
All staff and contractors of GVOLVO LTD are responsible for:
- Understanding and adhering to this policy
- Reporting any potential data breaches or non-compliance
- Ensuring secure storage and proper deletion of candidate, client, or operational data under their control
Management is responsible for overseeing compliance, reviewing retention schedules, and updating this policy as required.
7. Review
This policy is reviewed at least annually or whenever there are changes in regulatory requirements, operational processes, or technology. Updates will be documented and communicated to all relevant personnel.