Appendix 4 – Data Retention Periods
Data retention periods
The table below sets out retention periods for personal data held and processed by us, as a letting agent. It is intended to be used as a guide only. We recognise that not all personal data can be processed and retained for the same duration, and retention will depend on the individual circumstances relative to the data subject whose personal data is stored.
| Type of record | Suggested retention time |
| Records relating to working time | Two years from the date they were made |
| Council Tax records | 10 years |
| Accident books and records and reports of accidents | Three years after the date of the last entry |
| Health and safety assessments and records of consultations with safety representatives and committee | Permanently |
| Applicants for accommodation | Five years |
| Housing Benefit notifications | Duration of tenancy |
| Tenancy files | Duration of tenancy |
| Former tenants’ files (key info) | Five years |
| Third party documents | Duration of tenancy |
| Records re offenders, ex-offenders (sex offender register) | Duration of tenancy |
| Lease documents | Five years after lease termination |
| Anti-social behaviour case files | Five years/end of legal action |