Personal data an employer can keep about an employee
Employers must keep their employees’ personal data safe, secure and up to date. Employers can keep the following data about their employees without their permission:
date of birth
education and qualifications
National Insurance number
emergency contact details
employment history with the organisation
employment terms and conditions (eg pay, hours of work, holidays, benefits, absence)
any accidents connected with work
any training taken
any disciplinary action
Employers need their employees’ permission to keep certain types of ’sensitive’ data, including:
race and ethnicity
political membership or opinions
trade union membership
biometrics, for example if your fingerprints are used for identification
health and medical conditions
sexual history or orientation
Employers must keep sensitive data more securely than other types of data.
What an employer should tell an employee
An employee has a right to be told:
what records are kept and how they’re used
the confidentiality of the records
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 30 days to provide a copy of the information.
An employer should not keep data any longer than is necessary and they must follow the rules on data protection.
Further information on Employee Personal Data can be found on GOV.UK's website.