The Saskatchewan Employment Act

Section 2-38 of The Saskatchewan Employment Act requires that employers must retain the following information about employees covering the most recent 5 years of the employee’s employment.  The records must be kept for a minimum period of 2 years following the termination of employment of the employee:

• full name, address, sex, date of birth and residential address;
• name of job or job description and location where performed;
• rate of pay and wages paid each pay period date of payments and deductions made;
• hours of work and record hours actually worked by employee;
• date of commencement and termination of employment;
• annual holidays including days taken and wages paid for holidays; and
• any other information that might be prescribed form time to time by the Minister.

Other legislation such as that relating to employment insurance, income tax, occupational health and safety and worker’s compensation may also require certain information about employees to be collected and retained by employers.

Once collected the information must be used only for the purposes set out in the legislation. Some information may be collected for a variety of purposes and can be used for all such purposes as long as they are sufficiently clearly set out when the information is collected.

If an employee requests access to their personal information all files containing such information must be considered when responding to the request.