Data Retention Policy

This Data Retention Policy explains how long Novix Recruit retains personal data and the criteria used to determine retention periods.

Novix Recruit is committed to retaining personal data only for as long as necessary to fulfil its recruitment, employment, payroll, legal, and regulatory obligations.

1. About Novix Recruit

Novix Recruit is a trading name of Novix Group Ltd.

Registered Address:
24 Zenith Avenue, Reading, RG2 9FN, United Kingdom

Email: info@novixrecruit.co.uk
Telephone: 0118 348 4933

2. Scope of This Policy

This policy applies to all personal data processed by Novix Recruit, including data relating to:

• Candidates
• Workers and employees (PAYE)
• Contractors
• Client contacts
• Website users

3. Retention Principles

Novix Recruit follows these principles when retaining personal data:

• Data is retained only where there is a lawful purpose
• Retention periods are proportionate and justified
• Data is reviewed regularly for accuracy and relevance
• Data is securely deleted or anonymised when no longer required

4. Recruitment Data (Agency Activity)

Personal data collected for recruitment purposes, including CVs, applications, and interview records, is retained for:

• Up to 24 months from the last meaningful contact or activity

This allows Novix Recruit to:

• Match candidates with future opportunities
• Demonstrate fair recruitment practices
• Respond to legal or regulatory enquiries

Data may be retained longer where required by law or where consent has been provided.

5. Employment & Payroll Data (PAYE Workers)

Where Novix Recruit acts as an employer and processes payroll under PAYE, personal data is retained in accordance with statutory requirements:

• Payroll, tax, and National Insurance records: 6 years
• Employment contracts and assignment records: 6 years
• Timesheets and payment records: 6 years

This retention is required to meet HMRC, employment law, and audit obligations.

6. Right-to-Work & Immigration Data

Right-to-work documentation and related checks are retained for:

• The duration of employment or assignment
• Plus 2 years after employment or assignment ends

This aligns with Home Office guidance.

7. Client Data

Personal data relating to client contacts and representatives is retained for:

• 6 years after the end of the business relationship

This supports contractual, legal, and accounting requirements.

8. Website & Marketing Data

Website usage data and enquiry records are retained for:

• Up to 12 months unless a longer period is required for security or legal purposes

Marketing communications data is retained until consent is withdrawn or the individual opts out.

9. Secure Deletion

When personal data is no longer required, Novix Recruit ensures it is:

• Securely deleted
• Anonymised where appropriate
• Removed from active systems and backups in accordance with retention schedules

10. Reviews and Updates

This Data Retention Policy is reviewed regularly and updated as necessary to reflect changes in legislation, guidance, or business operations.

11. Contact

For questions regarding this Data Retention Policy or data retention practices, please contact:

Novix Recruit
Email: info@novixrecruit.co.uk
Telephone: 0118 348 4933