Page 55 - O'Kelly Sutton Employee Handbook June 23 Revision 2 2020

• Staff should operate a clear desk and counter policy at the end of each working
day and when away from the desk or the office for long periods
• Personal and sensitive records held on paper and/or on screens must be kept
hidden from customers and visitors to counters, stores, and offices. Remember -
• Records (customer; client or employee files) containing personal information must
never be left unattended where they are visible or maybe accessed by unauthorised staff or
members of the public.
• If computers or VDUs are left unattended, staff must ensure that no personal
information may be observed or accessed by unauthorised staff or members of the public.
• The use of secured screen savers is advised to reduce the chance of casual
observation.
• Rooms, cabinets, or drawers in which personal records are stored should be
locked when unattended. A record tracing system should be maintained of files removed
and/or returned.
• It is important to ensure that service user and/or staff information is not
discussed in inappropriate areas where it is likely to be overheard including conversations
and telephone calls.

Particular care should be taken in areas where the public may have access – for example a customer,
client or supplier’s representative allowed to wait behind the counter to meet a member of the
management team.

Never leave information/data unattended in company vans or private cars

• Staff must not leave laptops/portable electronic devices and/or files containing personal
• information unattended in cars.
• All files and portable equipment must be stored securely. If files containing personal
information must be transported in a car, they should be locked securely in the boot for the
minimum period necessary.

3.19.3 How long does the Company keep personal information?
The time period for which we retain information varies according to the use of that information, in
some cases there are legal requirements to keep data for a minimum period. Unless specific legal
requirements dictate otherwise, the Company will retain information no longer than is necessary for
the purposes for which the data were collected or for which they are further processed.

The following is a guideline as to how long information of certain types is kept once you are no longer
an employee of the Company;

• Terms and Conditions of Employment - 3 years
• Data Protection - 1 year
• Equality- 6 years
• Health and Safety records, accident, and incident reports - 10 years
• Leave of Absence - 8 years
• Termination of Employment - 3 years
• Transfer of Undertakings - 1 year

3.19.4 What Personal Information does the Company hold on employees?
As an employee you will be requested to provide the following information for payroll and your
personal file:
Personal Data
• Identification Data - Name, Address etc.
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