How long we keep your data

Staff

Pay, tax and pension records, expenses, bank checks and payment holds: 6 years after you leave
Your HR file: contract, signed documents, reviews, ID copies, conviction disclosures and DBS record, shifts, attendance and absence, training, CCTV extracts and sales records: 6 years after you leave
Cases and notes on your record: 6 years after you leave
Right-to-work records, including your passport or ID photo page: 2 years after you leave
Contact and optional profile details: Erased when you ask after you leave, and at most 6 years after you leave
Incident reports: 6 years from the incident, or until a child involved turns 21 if that is later
Complaints, kept whole with their timeline: 6 years after the complaint closes, then deleted whole
Portal messages, with their files: 6 years after the writer's employment or agreement ends
Your Syncera thread, group memberships and read times: 6 years after your employment or agreement ends
Photos and files uploaded but never sent: 24 hours from upload
Announcements, with delivery, read and acknowledgement records: 6 years after sending
Records of AI helper use: 6 years from the use
Text drafted by AI helpers: 90 days from drafting
Sign-in records: sign-ins, sign-in links and sessions: 12 months from the sign-in
Activity records: notifications sent and stand unlocks: 12 months from the event
Records of admins' read-only views of a portal: 12 months from the view
Records of each time you show your staff ID: 12 months from the event
Your Energy sales platform login: Until you disconnect it, or your record or agreement is closed
Referral link visits: 90 days from the visit

Partners

Portal messages, with their files: 6 years after the writer's employment or agreement ends
Your Syncera thread, group memberships and read times: 6 years after your employment or agreement ends
Photos and files uploaded but never sent: 24 hours from upload
Announcements, with delivery, read and acknowledgement records: 6 years after sending
Sign-in records: sign-ins, sign-in links and sessions: 12 months from the sign-in
Activity records: notifications sent and stand unlocks: 12 months from the event
Records of admins' read-only views of a portal: 12 months from the view
Your Energy sales platform login: Until you disconnect it, or your record or agreement is closed
Referral link visits: 90 days from the visit
Partner records: agreement, sales, earnings, payouts, statements, bank and VAT details, check results, sanctions reviews, notes, cases, training, Energy vetting, and a reseller's records about its people: 6 years after the agreement ends, or after the last payout or VAT invoice if later; money records are then kept with the name removed
Affiliates' right-to-work evidence and photo ID: 2 years after the agreement ends; then only the fact that we checked
Your acceptance of the portal terms: 6 years after our relationship ends
Sales over the daily limit through a referral link, and the shop's report of an order made through one: 90 days (a sale still under review: until it is decided)
Syncera Mobile link emails a partner asked us to send: a scrambled code of the address, and which partner asked: 12 months from sending
The copy of a Syncera Mobile link email in our records mailbox: 6 years from sending
Partner applications we turn down: 7 months from our decision, or longer while a claim about it is settled
Partner applications withdrawn, lapsed before signing, or never decided: 6 months from the withdrawal, lapse or last step

Candidates

Sign-in records: sign-ins, sign-in links and sessions: 12 months from the sign-in
Unsuccessful applications: 7 months from our decision, plus any time ACAS early conciliation runs
Applications that never reached a decision: 6 months from the last step
Accepted applications where you never started: 6 months from our decision
CVs not added to an application: 7 days from upload
Agreed adjustments: Deleted with the application they belong to
The application of someone who starts work: Becomes part of the staff record, and the staff periods apply
Signed documents at our e-signature provider: Deleted when our own period for the record they belong to ends

Advisers and directors

Portal messages, with their files: 6 years after the writer's employment or agreement ends
Announcements, with delivery, read and acknowledgement records: 6 years after sending
Sign-in records: sign-ins, sign-in links and sessions: 12 months from the sign-in
Activity records: notifications sent and stand unlocks: 12 months from the event
Records of admins' read-only views of a portal: 12 months from the view
Your login record and sign-in account: While the login is active, then 6 years after our relationship ends
Records of changes you made: As long as the record that was changed
Log of your use of the portal's tools for the Syncera app: 6 years after our last dealing with the customer it concerns
Documents you signed for us: As long as the document is kept: usually 6 years after the other person's employment or agreement ends, longer where the law requires
Directors' statutory registers: For the life of the company
Other directors' statutory records: filings, minutes and resolutions: As long as the Companies Act 2006 requires
Your notification address: Until notifications are turned off, your browser stops accepting them, or your login or account ends

Mobile customers

Incident reports: 6 years from the incident, or until a child involved turns 21 if that is later
Complaints, kept whole with their timeline: 6 years after the complaint closes, then deleted whole
Records of AI helper use: 6 years from the use
Text drafted by AI helpers: 90 days from drafting
Syncera Mobile orders and billing records: 6 years after your contract or service ends
Our copy of the mobile network supplier's records: email, plan, SIM and line details, invoices: 6 years after your service ends
Your customer record: details, history, rewards and app handover, referrals, marketing and contact choices, the times you showed your number, blocks and the staff log: 6 years after our last dealing with you
Messages, questions and cancellation requests, with copies in our mailboxes: 6 years after the case closes, then deleted whole
Sales records crediting the person who sold to you or referred you: 6 years after that person stops working with us
An order at a stand that was never paid: 90 days from when the order was made
Payment links: 30 days after the link expires
Scrambled codes of your IP or email address, to stop misuse: 1 hour for an IP address code, 1 day for an email address code

App users

Complaints, kept whole with their timeline: 6 years after the complaint closes, then deleted whole
Records of AI helper use: 6 years from the use
Text drafted by AI helpers: 90 days from drafting
Your notification address: Until notifications are turned off, your browser stops accepting them, or your login or account ends
Syncera Mobile orders and billing records: 6 years after your contract or service ends
Your customer record: details, history, rewards and app handover, referrals, marketing and contact choices, the times you showed your number, blocks and the staff log: 6 years after our last dealing with you
Messages, questions and cancellation requests, with copies in our mailboxes: 6 years after the case closes, then deleted whole
Your app account: Until you delete it; deleted after 2 years unused if you have no live Syncera Mobile plan
A sign-in that never became an account: 30 days from the sign-in
App usage records: 24 months from the event, then only monthly totals with nothing about you. Turning off "How you use the app" deletes them at once, except when you joined; deleting your account deletes them all

Energy customers

Enquiry details waiting on the device: Until sent; removed 48 hours after our system refuses them
The record of your Energy enquiry: references, who recorded it, when and where, fuel, supplier, tariff and outcome: 6 years after the last thing that happened on it

Website visitors

Complaints, kept whole with their timeline: 6 years after the complaint closes, then deleted whole
Referral link visits: 90 days from the visit
Sales over the daily limit through a referral link, and the shop's report of an order made through one: 90 days (a sale still under review: until it is decided)
Syncera Mobile link emails a partner asked us to send: a scrambled code of the address, and which partner asked: 12 months from sending
The copy of a Syncera Mobile link email in our records mailbox: 6 years from sending
Messages, questions and cancellation requests, with copies in our mailboxes: 6 years after the case closes, then deleted whole
Sales records crediting the person who sold to you or referred you: 6 years after that person stops working with us
Scrambled codes of your IP or email address, to stop misuse: 1 hour for an IP address code, 1 day for an email address code
When you email yourself a copy of a staff member's ID: a scrambled code of your address: 12 months from sending
Interest list entries: 12 months from joining the list, or moved to your customer record if you become a customer
QR-code scan records: 12 months from the scan
If you asked us to stop partner link emails: a scrambled code of your address: As long as we send these emails, so that we never send you one again
Page-view records at our hosting provider: Up to 12 months from the visit
Daily visit totals: No end date: they identify no one

Everyone

Encrypted backup copies of our systems: Up to 12 months: copies every 3 hours kept 7 days, daily copies 3 months, weekly copies 12 months
A monthly encrypted copy of our files, used only to recover from a failure: Older copies are deleted on a rolling basis
Our database provider's own daily backups: 7 days from the backup
Error reports: 30 days from the error
Emails and their delivery records at our email provider: 30 days from sending
Request logs at our hosting provider: About 30 days from the request
Request logs at our database provider: About 90 days from the request

Questions

Some records are kept longer while a claim or a legal duty needs them, and only for as long as it does. To ask about a record we hold about you, write to privacy@syncerauk.com.

Change history

Date	Change
8 October 2026	First published.