Data Retention Policy

BSJ Housing Solutions

1. Purpose

This policy explains how BSJ Housing Solutions manages and retains personal data and other organisational information. The aim is to ensure that information is kept only for as long as necessary and is handled in accordance with relevant data protection legislation.

BSJ Housing Solutions processes and retains data in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

2. Principles

BSJ Housing Solutions will ensure that:

personal data is only kept for as long as necessary
data is stored securely and protected from unauthorised access
information is deleted or destroyed safely when it is no longer required
retention periods are applied consistently across the organisation

3. Types of Information Held

The organisation may hold and process the following types of information:

tenant and housing application records
tenancy agreements and housing management records
financial records including rent payments
complaints and service requests
health and safety records
staff or contractor records where applicable
communication and correspondence records

4. Retention Periods

Information will normally be retained for the following periods unless legal or operational requirements require longer retention.

Record Type

Typical Retention Period

Housing applications (unsuccessful)

up to 1 year

Tenancy agreements and housing records

up to 6 years after tenancy ends

Rent and financial records

6 years

Complaints records

3–6 years

Repairs and maintenance records

up to 6 years

Health and safety records

up to 6 years

Safeguarding records

as required by safeguarding guidance

These periods may be extended where required by law, regulatory requirements, or ongoing investigations.

5. Secure Storage

BSJ Housing Solutions will take appropriate steps to ensure information is stored securely, including:

restricted access to personal data
secure digital storage systems
safe storage of paper records
secure methods for transferring data where necessary

6. Disposal of Information

When information is no longer required, it will be securely disposed of. This may include:

permanent deletion of digital records
secure shredding or destruction of paper documents

7. Individual Rights

Individuals have rights relating to their personal data, including the right to request access to information held about them. Requests will be handled in accordance with applicable data protection legislation.

8. Policy Review

This policy will be reviewed periodically to ensure it remains compliant with data protection law and reflects best practice in information management.