Employees personal data should be kept safe, secure and up to date by an employer. Data an employer can keep about an employee includes name, address, date of birth, sex, education and qualifications, work experience, National Insurance number, tax code, details of any known disability, emergency contact details.
They will also keep details about an employee such as employment history with the organization, employment terms and conditions(eg pay, hours of work, holidays, benefits, absence), any accidents connected with work, any training taken and any disciplinary action.
An employee has a right to be told what records are kept and how they’re used, the confidentiality of the records and how these records can help with their training and development at work. If an employee asks to find out what data is kept on them, the employer will have 40 days to provide a copy of the information.
Job-related documents should go in the separate file, including a job description for the position, job application and/or resume, offer of employment, receipt or signed an acknowledgment of employee handbook, performance evaluations, forms relating to employee benefits etc.