HR guide · Sources checked 10 October 2026
How long to keep employee records in the UK
How long you must keep an employee record in the UK depends on the record: some periods are set by law, such as payroll and right-to-work records, and others follow ICO data-protection guidance to keep data no longer than necessary. The table gives each period exactly as the official source states it, with the source and the date it was checked; where no period is set, it says so.
Last updated .
HR document retention checklist
Retention periods, sourced
On smaller screens, scroll the table sideways to see every column.
| Record | Minimum or recommended period | Source | Checked |
|---|---|---|---|
| PAYE payroll records | 3 years from the end of the tax year they relate to | October 2026 | |
| Minimum wage records | At least 6 years (records created on or after 1 April 2021), counted from the last day of the pay reference period after the one they cover | October 2026 | |
| Right to work check copies | During employment and for 2 years after the person stops working for you | October 2026 | |
| Statutory maternity pay records | 3 years from the end of the tax year they relate to | October 2026 | |
| Working time records | 2 years from the date they were made | October 2026 | |
| 48-hour opt-out agreements | A record must be kept; the GOV.UK page states no period | October 2026 | |
| RIDDOR records (reportable injuries, diseases, dangerous occurrences) | At least 3 years from the date the record was made | October 2026 | |
| Contracts, appraisals, probation and other HR records | No fixed legal period. Keep only as long as you need them, under a retention schedule you can justify | October 2026 | |
| Unsuccessful applicants’ records | No fixed legal period. Apply the same necessity test | October 2026 |
Sources checked 10 October 2026. Guidance and legislation change: open the linked source before relying on any row. Legal periods are minimums. Keeping a record longer, for example because of a possible claim, is a decision you need to be able to justify under data protection law; take advice for your situation.
Where no period is set
What the ICO expects
The ICO says the UK GDPR does not set specific time limits for different types of data.
Sources: ICO: storage limitation and ICO: collecting and keeping employment records, checked 10 October 2026. For what goes in the file in the first place, see the employee file checklist.
- Keep personal information only for as long as you need it (storage limitation).
- Have a policy setting standard retention periods wherever possible.
- Avoid one-size-fits-all: different categories of record need different periods.
- Periodically review what you hold, and erase or anonymise what you no longer need.
- When someone leaves, keep what you still need (for example for tax) and delete what you do not.
Worked example (fictional)
Working out the dates for one leaver
Fictional employee paid monthly, who left on 31 March 2026. Illustration of the arithmetic only.
1
Right to work copies
Kept during employment and for 2 years after: until 31 March 2028.
2
Payroll for tax year 2025–26
The tax year ended on 5 April 2026, so the records are kept for 3 years from then: until 5 April 2029.
3
Minimum wage records for March 2026
The next pay reference period (April 2026) ended on 30 April 2026, so the 6 years run from then: until 30 April 2032.
4
Appraisal notes
No fixed legal period. The fictional employer’s own retention schedule decides, and it can explain why.
Soteriaa does not delete records automatically
Soteriaa does not apply retention periods or delete records on a schedule. In the HR tracking workspace, records stay until an administrator archives them, and deciding what to keep or erase remains your decision. Soteriaa’s HR tracking is built for one administrator and up to ten employees or candidates. It is coming soon and not on sale yet; the HR documents are free now. See the HR and employment area. It makes no employment decisions, has no e-signatures and does not delete records automatically. This page is general information, not legal advice; take advice for your situation.
FAQ
Common questions
How long should I keep employee records in the UK?
It depends on the record. PAYE payroll records: 3 years from the end of the tax year. Minimum wage records: at least 6 years. Right to work copies: during employment and 2 years after. Many other HR records have no fixed legal period and follow ICO guidance to keep them only as long as needed.
Is there a legal retention period for personnel files?
Not for the file as a whole. Specific records inside it have periods set by law; for the rest, the ICO says data protection law sets no specific time limits and expects a retention schedule you can justify.
Does Soteriaa delete old employee records automatically?
No. Soteriaa does not apply retention periods or delete records on a schedule. Retention decisions stay with you.
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