What’s the difference between personal information and sensitive information?
Personal information is data that you need to keep on file so that you can use it in the course of the individual’s employment. Sensitive information is data such as reasons for sickness absence or details of any protected characteristics that the employee might have such as a disability or acute medical condition, which you must keep strictly confidential and have the employee’s express permission to keep.
What information should I keep on file?
You can keep details of: name and address, telephone and mobile numbers, name and contact number of emergency contact (do not ask for the relationship to the employee), bank details, NI and tax details, information about any disability or medical condition that requires immediate medical intervention (eg diabetes, asthma, anaphylaxis or allergy), date of birth for pension purposes.
Am I allowed to keep personal information in paper and electronic format?
Yes – you can keep personal information in either media provided that you always take the appropriate measures to keep the information confidential.
Do I have to check that the personal information I hold is up to date?
Yes – you should provide to each employee the information you hold on them on an annual basis and ask them to check the information and make any amendments that are necessary so that you can update your files.
