HR Record Retention Requirements

Denmark - Summary Chart

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DENMARK


DOCUMENTS

RETENTION PERIOD
(minimum and/or maximum)

BEGINNING OF  RETENTION PERIOD

LEGAL REFERENCE

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

5 years from end of contract

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 end of employment contract

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 end of employment contract

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

5 years from end of employment contract

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

Date of reciept

The Danish Data Protection Act, section 5 (5)

Collective bargaining/union

Permanently

N/A

N/A

Background checks and drug tests

No longer than necessary for the purpose

Creation of record

The Danish Data Protection Act, section 5 (5)

Acknowledgements, policy agreements and required notices

No longer than necessary for the purpose

Date of issue/receipt

The Danish Data Protection Act, section 5 (5)

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 Danish Data Protection Act, section 5 (5)

Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.)

No longer than necessary for the purpose

Date of reciept

The Danish Data Protection Act, section 5 (5)

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

5 years from end of employment contract

Creation of record

The Danish Data Protection Act, section 5 (5)

Pension and retirement records

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

10 years from issue

Creation of record

Section 5 (no. 2) of the Danish Limitations Act

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, Chapter 5, Section 10

Tax records

Minimum 5 years from end of financial year to which records relate

From creation of record

Danish Bookkeeping Act, Chapter 5, Section 10

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

No longer than necessary for the purpose

Creation of record

The Danish Data Protection Act, section 5 (5)

Injury and illness incident reports

For minimum 5 years

Date report is made

Section 3(4) of the Danish Limitations Act

Medical records

No longer than necessary for the purpose

Creation of record

The Danish Data Protection Act, section 5 (5)

Hazardous material and other exposure records

No longer than necessary for the purpose

Creation of record

The Danish Data Protection Act, section 5 (5)

 

 


Led by PeopleDoc’s Chief Legal & Compliance Officer, the HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers, including the global law firm Morgan Lewis, to provide clients with best practices and recommendations on topics such as HR document retention, employee data privacy, and HR electronic records. HR Compliance Assist also provides local compliance monitoring and alert services in select countries where PeopleDoc’s customers have employees. HR Compliance Assist is a service exclusively available to PeopleDoc customers.

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