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Guidance

Records Retention Schedule

The Gambling Commission's Records Retention Schedule.

Published
12 May 2026

Last updated
12 May 2026 - Changes

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  1. Contents
  2. People Management function

People Management function

People Management function records retention schedule

People Management function records retention schedule
Type of record Retention period Trigger Reason and/or relevant legislation Action at end of retention period
Absence management - includes sick notes, occupational health referral forms, occupational health reports, fit notes, return to work forms 6 years End of absence Statutory Sick Pay (General) Regulations 1982; Statutory Maternity Pay (General) Regulations 1986; Statutory Paternity and Statutory Adoption Pay (Administration) Regulations 2002; Limitation Act 1980 Destroy
People management administrative records (including apprenticeship administration and business proposals) 6 years End of use Limitation Act 1980 Destroy
Casework records (including dignity at work, grievance, employee relations and disciplinary casework) 6 years Closure of case Limitation Act 1980 Review
Diversity and Inclusion monitoring and statistics 5 years End of reporting year Business need Destroy
Employee personnel files 6 years End of employment Limitation Act 1980 Destroy
Employment tribunal records and union personal case records 6 years Closure of case Limitation Act 1980 Destroy
Flexible working requests 18 months Date of approval or rejection CIPD recommendation Destroy
Learning and Development communications and correspondence 3 years Date of communication Business need Destroy
Pension queries from pension provider 6 years Date received Limitation Act 1980 Destroy
Pensions information (including written particulars of employment, contracts of employment, changes to terms and conditions including changes of hours, records of previous service, locations of overseas service, and consolidated job history record of career and location details) 100 years Employee date of birth Pensions Destroy
Recruitment - unsuccessful applicants (including interview notes) 2 years Appointment of successful candidate Equality Act 2010; Civil Service Commission requirements Destroy
Recruitment administration (including job adverts, interview questions and shortlisting matrix) 2 years Appointment of successful candidate Business need Destroy
Recruitment planning (including business cases, business case approvals, job evaluation forms and related correspondence) 3 years Appointment of successful candidate Business need Destroy
Requests for training 3 years Date of training Business need Destroy
Reward and salary data 6 years End of financial year Business need Destroy
Staff training records 6 years Date of training Limitation Act 1980 Destroy
Union personal cases 7 years Closure of case PCS requirements; Limitation Act 1980 Destroy
Union representatives information 3 years When superseded Business need Destroy
Working time records including overtime, annual holiday, jury service, time off for dependents, and so on 6 years End of financial year The Working Time Regulations 1998 (SI 1998/1833), Employment Rights Act 2025 Destroy
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