Payments will be unavailable on Friday 6 December, 8am-2pm

Due to essential systems maintenance, we will be unable to accept payments online, by phone or at our offices between 8am and 2pm on Friday 6 December. Apologies for any inconvenience. This does not affect ticket bookings for Santa at the Valley →

How long we keep your personal information

Sandwell Council follows government and industry guidelines to ensure that we only hold your personal information for as long as we are allowed to by law. Here is a retention table which tells you how long we keep the various categories of personal information for.

Service

Description

Retention Period

Examples of Record

Electoral Services

Certification of eligible voters

Permanent record. Archived after 15 years

 

Electoral Services

Rolling registration forms

Paper copy retained for 10 months. Scanned image retained for 6 years

 

Electoral Services

Absent vote applications

Retained for 5 years after creation

 

Electoral Services

Canvass forms

Paper copy retained for 10 months. Scanned image retained for 6 years

 

Electoral Services

Documents associated with elections

Paper copy retained for 10 months. Scanned image retained for 6 years

. Declarations by companions of disabled voters
. List of accompanied disabled voters

Public Consultation

Process of public and employee consulting

Retained for 5 years after closure

 

Enquiries and Complaints

Public enquiries, submissions and complaints which result in major changes to council policies and procedures

Retained for 6 years archived afterwards

 

Enquiries and Complaints

Routine public enquiries, submissions and complaints

Retained for 2 years

 

Information Rights

Routine Freedom of Information and Environmental Information regulations requests

Destroy after 3 years

Record of enquiries

Information Rights

Freedom of Information and Environmental Information regulations requests that result in policy or procedure variation

Retained for 5 years archived afterwards

 

Councillor Correspondence

Correspondence between members of the public and Councillors

Retained for 10 years after last action

 

Civic and Royal Events

Recording of ceremonial events and civic occasions

Permanent record. Archive after administrative use

. Audio recording
. Video recording
. Photographs

Surveillance under Regulation of Investigatory Powers Act

Authorisation, review, cancellation and products of surveillance activity

Case dependent. Otherwise retained for 7 years after last action

 

Litigation

Records used for litigation

Case dependent. Otherwise retained for 7 years after last action.
Major litigation - Archive after retention lapse.

. Child care issues
. Civil cases
. Criminal cases
. Associated records

Property Acquisition and Disposal

Property change of ownership process

Retained for 12 years

Conveyancing files

Property Acquisition and Disposal

Legal agreement to change ownership

Permanent record. Archive after administrative use

Title deeds

Tenancy Agreements

Tenancy in welfare housing

Standard tenancy, Retained for 6 years after term expiration
Tenancy under seal, retained for 12 years after term expiration

Signed tenancy agreements

Registration

Appointment forms of registration officers

Retained for 1 year after retirement

 

Registration

Appointment forms of authorised persons under the Marriage Act

Retained for 2 years after officer vacates office

 

Registration

Registrar General's authorities for registration under the Births and Deaths Registration Act

Retained for 2 years

 

Registration

Records of medical certificates

Retained for 5 years after last action

 

Registration

Record of disposal of the body of a deceased and associated records

Retained for 5 years

 

Registration

Marriage notices

Retained for 5 years

 

Registration

Forms of consent of marriages of minors

Retained for 5 years

 

Registration

Caveats against the grant of a superintendent registrar's certificate, or certificate and licence of Registrar General's licence of marriage

Retained for 2 years

 

Registration

Marriage licences and notices of

Retained for 2 years after date of marriage

 

Registration

Summary registration of birth, death and marriage

Permanent record. Archive after administrative use

. Births register
. Deaths register
. Marriage register

Registration

Certificates of birth, death and marriage

Retained for 7 years

. Birth certificate
. Death certificate
. Marriage certificate

Registration

Correspondence associated with births, deaths and marriages

Retained for 3 years after last action

 

Registration

Managing applications, registrations, certifications and licence issuance processes

Retained for 2 years after registration or after lapse of entitlement

Taxi drivers

Human Resources

Records for managing employees

Retained for 6 years after termination

. Application forms
. Terms and conditions of
  employment
. Salary records
. Absence records

Human Resources

Records for managing employees working with children and vulnerable adults

Retained for 25 years after termination

 

Human Resources

Proof of training

Retained for 6 years

. Certificates
. Awards
. Test results

Human Resources

Information relating to disclosure checks

Retained for 6 months

. DBS checks
. BPSS checks
. Disclosure Scotland checks

Human Resources

Records associated with recruitment/selection of an individual for a position

Unsuccessful recruitment - Retained for 1 year
Successful recruitment - Duration of employment plus 6 years

. Interview notes
. Correspondence

Human Resources

Eligibility to work

Retained for duration of employment and two years afterwards

. Copy of passport
. Driving licence

Human Resources

Sickness Absence Management

Retained for 6 years after last action

. Self certification
. Occupational health records
. Return to work documentation
. Fit notes

Human Resources

Leave and attendance records

Retained for 2 years after last action

. Annual leave
. Attendance record

Human Resources

Employee performance and supervision records

Retained for 5 years after last action

. Probation reports
. Performance reviews
. Supervision notes

Human Resources

Upheld disciplinary and grievance records

Oral warning - 6 months
Written warning - 1 year
Final warning - 18 months
Termination of employment - 6 years
Warning involving children - Permanent record

Disciplinary

Human Resources

Unfounded disciplinary and grievance records

Destroy immediately afterwards or after appeal outcome

 

Human Resources

Records associated with voluntary, redundancy, dismissal and retirement termination

Retained for 6 years

 

Financial Services

Debtor records

Retained for 6 years after last action

 

Financial Services

Balancing and reconciling financial accounts

Retained for 2 years after administrative use

 

Financial Services

Taxation records

Retained for 7 years after the end of the financial period in which the record was created.

 

Financial Services

Payment of employees

Retained for 7 years after the financial transaction

Payroll

Supported Housing

Right to buy records

Retained for 12 years after sale or completion of mortgage

. Sale documents
. Agreements

Supported Housing

Rent records

Retained for 7 years after the financial year the record was created

. Benefit records
. Correspondence regarding payment
. Collection records

Supported Housing

Homeless individuals support records

Retained for 7 years after last contact with individual

. Application forms
. Support information

Supported Housing

Mortgage records

Standard - 6 years after last payment
Sealed - 12 years after last payment

. Relevant correspondence
. Mortgage agreeements

Supported Housing

Home Improvement Grants

Under £50,000 - Retained for 6 years after the last payment
Over £50,000 - Retained for 12 years

 

Benefits

Benefits correspondence with individuals

Retained for  7 years after last action

Benefit claim forms

Council Tax Valuation

Valuation of rateable land for the purpose of rate determination and correspondence with responsible individuals

Retained for 10 years after valuation, archive afterwards

. Associated reports
. Correspondence
. Record of objections

Council Tax Valuation

Valuation of rateable property and associated information for the purpose of rate determination and correspondence with responsible individuals

Retained for 10 years after valuation, archive afterwards

Register of rateable properties

Property Services

Compulsory purchase orders

Permanent record. Archive after administrative use

 

Property Services

Property disposal

Retained for 15 year. Archive after administrative use

 

Property Services

Development and renovation of property

Retained for 7 years after the transaction

. Work orders
. Tender records

Property Services

Building and estate management

Standard property - Retained for the life of the property
Special property - Permanent record

. Installation documents
. Plans
. Certificates of approval
. Requirement specification
  documents

Leasing

Lease property occupancy management

Retained for 7 years after transaction date

Request for works

Leasing

Applications for lease

Retained for 15 years

Application forms

Transport

Acquisition and disposal of vehicles

Retained for 7 years after transaction date

 

Insurance and claims

Insuring council officers, property, transport and equipment

Retained for 7 years after policy expiration

Insurance policies

Insurance and claims

Insurance claims against the council

Standard - Retain for 7 years after obligations are concluded
Claims involving children - 7 years after obligations are concluded or when claimant reaches 25 years of age, whichever is later.

Claims record

Health and Safety

Incidents reported to the Health and Safety Executive

Retained for 3 years after reporting

 

Health and Safety

Accident records involving asbestos and radiation

Asbestos - 40 years after exposure
Radiation - 50 years after exposure or until individuals reach 75, whichever is later

 

Health and Safety

Accidents and Incident records

Standard - Retained for 10 years after accident
Child Involved - Retained for 10 years or until the child reaches 21 years, whichever is later

 

Health and Safety

Occupational health medical and nursing interventions and hygiene assessments

No individuals identified - Retained for 5 years
Individuals identified - Retained for 40 years

Medical records

Health and Safety

Monitoring of areas with asbestos and radiation

Asbestos - Retained for 40 years
Radiation - Retained for 50 years or until individuals reach 75, whichever is later

 

Health and Safety

Risk assessments

Retained for 5 years after assessment

 

Health and Safety

Pollution site reports

Permanent record. Archive after administrative use

 

Investigation, Inspection and Monitoring

Issuing notices to individuals with particular responsibilities

Retained for 2 years after conclusion of issue

. Infringement notices
. Animal impounding notices
. Objections to notices

Investigation, Inspection and Monitoring

Process of reporting, investigation, inspection and monitoring in areas the council is responsible for

Retained for 7 years after last action

Trading standards records

Prosecution

Process and correspondence for prosecution and sanction enforcement upon individuals or organisations

Retained for 7 years after last action

 

Traffic Violations

Process of administering penalties for traffic violations

Primary Data - Retained for 6 years after conclusion of financial year that payment transaction occurs or after conclusion of appeals.

Secondary Data - Retained for 3 years after conclusion of financial year that payment transaction occurs or after conclusion of appeals.

. Penalty charge notice
. Photographs
. Correspondence

Planning and Land use

Building applications and approval process, including associated inspection

Listed/Significant buildings - Permanent record
Regular buildings - Retained for 15 years after construction

. Applications
. Certificates
. Permits
. Inspection records

Planning and Land use

The process of enforcing building or land regulations

Retained for 3 years after compliance with enforcement notice

 

Blue Badge Scheme

Process of issue and renewal of blue badges

Retained for 3 years after the blue badge expiry date

 

Sporting & Leisure Centres/Activity

Process of registration to participate in sporting activity or use sports facility

Retained for 1 year after termination of membership
Containing financial information - Retained for 6 years after termination of membership
Containing medical clearance - Retained for 6 years after termination of membership
Children membership - Retained for 3 years after termination of membership

 

Adult Social Care Services

Asylum and Nationality checking service

Retained for 7 years after information is superseded

 

Adult Social Care Services

Criminal justice and support to the courts and people on bail

Retained for 6 years after case closure

 

Adult Social Care Services

Process of support to individuals with substance misuse issues

Retained for 7 years

 

Adult Social Care Services

Support and assessment for individuals requiring care

Retained for 11 years after provision of support has ended
Individuals with mental health difficulties - Retained for 20 years or 11 years after death of service user. Whichever is sooner

 

Adult Social Care Services

Process of travel pass issued to the visually impaired

Retained for 3 years after expiry date

 

Adult Social Care Services

Loan of disability equipment

Retained until return of equipment or until superseded
Retained related financial records for 6 years

 

 

If you cannot find the particular information sort after, contact us and we will facilitate the process of securing the information required.