|
DENMARK |
|||
|
|
RETENTION PERIOD |
BEGINNING OF RETENTION PERIOD |
LEGAL REFERENCE |
|
EMPLOYMENT RECORDS |
|||
|
Contracts (new hire agreements, severance, etc.) |
5 years from end of employment contract (if there is litigation, hold until litigation ends) |
Date contract is signed |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 4) |
|
Time records (work hours, rest periods, vacation/sick/holiday, etc.) |
5 years from date the time was worked and/or time record was created (if there is litigation, hold until litigation ends) |
Date contract is signed |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 4) |
|
Performance records (performance reviews, promotions/demotions, licenses/certifications, investigations, disciplinary actions, etc.) |
5 years from date performance review was conducted or document created (if there is litigation, hold until litigation ends) |
Date contract is signed |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 4) |
|
Data and personnel files |
No longer than necessary for the purpose it was created |
Creation of record |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 4) |
|
Government verification records (work papers, immigration, eligibility to work, etc.) |
No longer than necessary for the purpose it was created |
Date of receipt |
The General Data Protection Regulation, Art. 5(1)(e) |
|
Collective bargaining/union |
Permanently (if there's no personal data). If collective bargaining concerns a specific data subject, retain 5 years from end of conflict. |
N/A |
N/A |
|
Background checks and drug tests |
No longer than necessary for the purpose it was created |
Creation of record |
The General Data Protection Regulation, Art. 5(1)(e) |
|
Acknowledgements, policy agreements and required notices |
No longer than necessary for the purpose it was created |
Date of issue/receipt |
The General Data Protection Regulation, Art. 5(1)(e) |
|
Recruitment (interview notes, resumes/CVs, reference checks, etc.) |
If application is rejected, 6 months. If employed, see "Data and personnel files" |
Completed recruitment process |
The General Data Protection Regulation, Art. 5(1)(e) |
|
Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.) |
No longer than necessary for the purpose |
Date of receipt |
The General Data Protection Regulation, Art. 5(1)(e) |
|
BENEFIT/PENSION/EQUITY RECORDS |
|||
|
Benefits (plan documents, enrollment records) |
Maximum 5 years from expiry of the benefit plan |
Creation of record |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 4) |
|
Pension and retirement records |
Minimum 10 years from last date benefit was paid or, if no payment has taken place, 10 years from first date benefit could be claimed |
Creation of record |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 8) |
|
Equity records |
Minimum 10 years from issue or from registration in a central securities depository |
Creation of record |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 5) |
|
PAYROLL/WAGE/TAX RECORDS |
|
|
|
|
Payroll and wage data (payslips, etc.) |
Minimum 5 years from end of financial year to which records relate |
From creation of record |
Danish Bookkeeping Act, Ch. 5, Sec. 10 |
|
Tax records |
Minimum 5 years from end of financial year to which records relate |
From creation of record |
Danish Bookkeeping Act, Ch. 5, Sec. 10 |
|
MEDICAL/SAFETY/LEAVE RECORDS |
|||
|
Leave (family, medical, etc.) |
No longer than necessary for the purpose it was created |
Creation of record |
The General Data Protection Regulation, Art. 5(1)(e) |
|
Injury and illness incident reports |
Minimum 30 years from end of injurious act |
Date report is made |
Best practice based on Bekendtgørelse af lov om forældelse af fordringer (Limitations Act, 2013 and amendments, § 3(3)(1)) |
|
Medical records |
No longer than necessary for the purpose it was created |
Creation of record |
The General Data Protection Regulation, Art. 5(1)(e) |
|
Hazardous material and other exposure records |
No longer than necessary for the purpose it was created |
Creation of record |
The General Data Protection Regulation, Art. 5(1)(e) |
