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What Are the Data Retention Periods for Payroll Information?

How long payroll and employee data is securely stored within Intelligent Payroll systems.

All payroll and employee data processed within Paycircle (our secure payroll platform) is stored and managed in accordance with GDPR, ISO 27001, and Cyber Essentials standards.
Data is backed up every 10 minutes and securely retained for 10 years, ensuring full traceability, compliance, and data recovery capability.

🧾 Retention Overview

Paycircle’s data storage and recovery policy is built around long-term resilience and regulatory compliance:

  • Backup Frequency: Every 10 minutes

  • Retention Period: 10 years (default retention period for payroll and related records)

  • Data Recovery: Backups allow point-in-time restoration within 35 days

  • Archiving: Currently, no automatic archiving — all payroll history remains accessible within the platform

This means that your historical payroll data is readily available for audit, HMRC reviews, and pension compliance at any time.

 

🔐 Security & Compliance

Data is stored using Microsoft Azure’s Transparent Data Encryption (TDE) technology and protected by multiple firewalls and TLS encryption for all transfers between networks.

Paycircle is:

  • ISO 27001 accredited

  • Cyber Essentials certified

  • Recognised by HMRC and The Pensions Regulator for compliance standards

All data is managed entirely within the European Economic Area (EEA) unless explicitly authorised otherwise by the client.

 

🗑️ Deletion & Access Requests

  • Deletion requests can be made at any time by the data controller (the employer).

  • Once confirmed, Paycircle will securely erase data in accordance with GDPR.

  • Deleted data cannot be recovered beyond the current 35-day backup window.

To request deletion or confirm your retention settings, please Contact us here.

 

💡 Best Practice

We recommend retaining payroll-related data for at least six complete tax years, in line with HMRC record-keeping requirements, even though our system holds records for up to ten years.

 

💬 Contact Us

If you’d like to review your organisation’s retention policy or request data removal,
Contact us here