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How long records are kept.
Each kind of record in KivoHR is kept for the period the law sets for it, or the period you choose within the law’s limits, and is then deleted or anonymised. This is the table the product itself works from.
| Record | Kept for | Counted from | Then |
|---|---|---|---|
| Right-to-work records | 2 years Set by law | After they leave | Deleted |
| Sponsorship records | 1 year At least 1 year; you can keep them longer | After sponsorship ends | Listed for your HR team to confirm, then deleted |
| Criminal-record check details | 6 years You can change it | After they leave | Deleted |
| DBS certificate copies | 6 months At most 6 months | After the decision | Deleted |
| Vetting records of an unsuccessful applicant | 6 months At most 6 months | After the decision | Deleted |
| Licence records | 1 year At least 1 year; you can keep them longer | After the licence ends | Listed for your HR team to confirm, then deleted |
| Pay records | 6 years At least 6 years; you can keep them longer | After the end of the tax year | Listed for your HR team to confirm, then deleted |
| Pension records | 6 years At least 6 years; you can keep them longer | After it is made | Listed for your HR team to confirm, then deleted |
| Pension opt-out notices | 1461 days At least 1461 days; you can keep them longer | After it is made | Listed for your HR team to confirm, then deleted |
| Expense claims | 2557 days At least 2557 days; you can keep them longer | After the decision | Deleted |
| Capability, disciplinary and grievance records | 6 years At least 6 years; you can keep them longer | After they leave | Listed for your HR team to confirm, then deleted |
| Generated packs and exports | 1 month At most 1 month | After it is made | Deleted |
| Talent pool entries | 1 year You can change it | After it is made | Anonymised: names and contact details removed, counts kept |
| Personnel files | 6 years At least 6 years; you can keep them longer | After they leave | Listed for your HR team to confirm, then deleted |
| Leave records | 6 years At least 6 years; you can keep them longer | After they leave | Listed for your HR team to confirm, then deleted |
| Sickness and absence records | 6 years At least 6 years; you can keep them longer | After they leave | Listed for your HR team to confirm, then deleted |
| Fit notes and health records | 6 years At least 6 years; you can keep them longer | After they leave | Listed for your HR team to confirm, then deleted |
| Equality monitoring answers | 6 months You can change it | After they leave | Listed for your HR team to confirm, then deleted |
| Training records | 6 years At least 6 years; you can keep them longer | After they leave | Listed for your HR team to confirm, then deleted |
| Time and attendance records | 2 years At least 2 years; you can keep them longer | After it is made | Listed for your HR team to confirm, then deleted |
| Accident book entries | 3 years At least 3 years; you can keep them longer | After it is made | Listed for your HR team to confirm, then deleted |
| Unsuccessful applicants' records | 1 year At least 9 months; you can keep them longer | After the decision | Anonymised: names and contact details removed, counts kept |
What else stops or ends a record
A legal hold you place stops deletion in the database itself until you release it. Deletion runs nightly, 30 days after a record falls due, so you can see what is coming in Settings and keep anything you need.
When your organisation leaves KivoHR, everything is kept read-only for 90 days so you can export it, then deleted as our terms describe, unless you move to the Archive plan.