Retention period for pre‑employment records

[CristinaColtofean]

Hi everyone,
I’m looking for advice on how long we should retain records for applicants who fail pre‑employment assessments, either due to health reasons or a positive drug test. Our current policy is to keep these records for one year. However, because we work in a safety‑critical environment, there have been internal discussions about whether a longer retention period could be justified.
From a data‑protection perspective, I’m aware that any extension would need a clear lawful basis under UK GDPR, and that relying solely on consent may not be sufficient. At the same time, there are potential medico‑legal reasons for keeping information for longer, such as dealing with disputes or re‑applications.
I’d be grateful to hear how other organisations manage this, whether anyone retains such records for more than a year, and on what lawful basis this is justified.
Thank you.

[Author]

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