{"id":10803,"date":"2026-05-27T09:38:00","date_gmt":"2026-05-27T07:38:00","guid":{"rendered":"https:\/\/ibj.be\/?p=10803"},"modified":"2026-05-27T10:23:44","modified_gmt":"2026-05-27T08:23:44","slug":"how-long-should-hr-data-be-retained-where-the-law-is-silent-the-cnil-reference-framework-as-a-benchmark","status":"publish","type":"post","link":"https:\/\/ibj.be\/nl\/partnerblog\/how-long-should-hr-data-be-retained-where-the-law-is-silent-the-cnil-reference-framework-as-a-benchmark\/","title":{"rendered":"How long should HR data be retained where the law is silent? The CNIL reference framework as a benchmark"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Under the GDPR, personal data must be retained for no longer than necessary in light of the purpose of the processing. While certain retention periods are expressly defined under Belgian law &#8211; in particular in tax and social security matters &#8211; many categories of HR data remain outside any clear statutory framework.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In this context, the reference framework issued by the French Data Protection Authority (CNIL) on HR data retention provides structured guidance. Although rooted in French law, it reflects a broader interpretation of the GDPR storage limitation principle and the practice of supervisory authorities. As such, it may be viewed as a relevant benchmark where Belgian law remains silent.<\/p>\n\n\n\n<div class=\"wp-block-stackable-heading stk-block-heading stk-block-heading--v2 stk-block stk-035c898\" id=\"structuring-retention-active-use-and-intermediate-archiving\" data-block-id=\"035c898\"><style>.stk-035c898 {margin-bottom:15px !important;}<\/style><h4 class=\"stk-block-heading__text\">Structuring retention: active use and intermediate archiving<\/h4><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The CNIL framework articulates storage limitation through a distinction between two phases.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>active retention phase<\/strong> is limited to what is strictly necessary for HR management purposes, during which data remains directly accessible.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Beyond that period, data may enter an <strong>intermediate archiving phase<\/strong>, with restricted access, where it retains an administrative or evidential value, in particular in view of potential disputes, or where a legal obligation justifies continued retention.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This distinction provides an operational reading of the proportionality requirement inherent in Article 5(1)(e) GDPR.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Where Belgian law governs retention periods, such rules prevail (e.g. tax documentation: 10 years; DMFA: 5 years; Dimona: 6 months; occupational accident records: 10 years; CCTV: 30 days). In the absence of such provisions, the CNIL framework offers indicative benchmarks.<\/p>\n\n\n\n<div class=\"wp-block-stackable-heading stk-block-heading stk-block-heading--v2 stk-block stk-c076e14\" id=\"examples-of-recommended-retention-periods\" data-block-id=\"c076e14\"><style>.stk-c076e14 {margin-bottom:15px !important;}<\/style><h4 class=\"stk-block-heading__text\">Examples of recommended retention periods<\/h4><\/div>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Recruitment data and evidential considerations<\/em><\/strong><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">With respect to unsuccessful candidates, the CNIL recommends a limited retention period following the end of the recruitment process. Where data is retained in active form for future opportunities, a period of up to two years following the last contact may be envisaged, subject to relevance and absence of objection.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For evidential purposes &#8211; in particular in the context of discrimination claims &#8211; longer retention in intermediate archives may be justified. While the CNIL refers to a five-year period, Belgian employers should take into account longer statutes of limitation, as certain claims may be based on criminal offences subject to a ten-year statute of limitation. In such cases, retaining certain data for up to ten years may therefore be justified.<\/p>\n\n\n\n<div class=\"wp-block-stackable-text stk-block-text stk-block stk-a33699c\" data-block-id=\"a33699c\"><style>.stk-a33699c {margin-bottom:15px !important;}<\/style><p class=\"stk-block-text__text\">This illustrates the tension between the prohibition of indefinite storage and the need to preserve evidence in anticipation of litigation.<\/p><\/div>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Employee file: duration of employment and beyond<\/em><\/strong><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Data contained in the employee file &#8211; such as evaluations, warnings or contractual amendments &#8211; may, in principle, be retained for the duration of the employment relationship.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Following termination, continued retention must be reassessed. Where justified by legal obligations or evidential needs, data may be retained in intermediate archives, provided that access is restricted and the data is no longer held in active systems.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">From a Belgian law perspective, claims arising from the employment contract are, as a rule, time-barred one year after termination. However, where claims rely on criminal offences (e.g. non-payment of wages or discrimination), longer retention periods must be taken into account, given the longer applicable statutes of limitation.<\/p>\n\n\n\n<div class=\"wp-block-stackable-heading stk-block-heading stk-block-heading--v2 stk-block stk-51bcdcf\" id=\"strong-concluding-remar-strong\" data-block-id=\"51bcdcf\"><style>.stk-51bcdcf {margin-bottom:0px !important;}<\/style><h4 class=\"stk-block-heading__text\"><strong>Concluding remar<\/strong><\/h4><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Ultimately, in the absence of explicit statutory guidance, determining appropriate retention periods requires a case-by-case assessment balancing the storage limitation principle with evidential constraints. In that respect, the CNIL framework provides a structured interpretative tool, capable of informing retention policies beyond the French legal system.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Author<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.claeysengels.be\/fr-be\/notre-equipe\/sarah-lamarti-messous\">Sarah Lamarti Messous<\/a><br><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Under the GDPR, personal data must be retained for no longer than necessary in light of the purpose of the processing. While certain retention periods are expressly defined under Belgian law &#8211; in particular in tax and social security matters &#8211; many categories of HR data remain outside any clear statutory framework. In this context, [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[63],"tags":[],"class_list":["post-10803","post","type-post","status-publish","format-standard","hentry","category-partnerblog"],"blocksy_meta":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How long should HR data be retained where the law is silent? 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