Retention Schedule for Personal Information

This retention schedule outlines how long personal information is retained for specific purposes and when it will be securely deleted or anonymized in compliance with data protection laws.

1. Client Contact Information

  • Data Collected: Name, email address, phone number, business address

  • Purpose: To manage client communications, account setup, and service delivery

  • Retention Period: Retained for the duration of the client relationship and up to 7 years after the contract ends (for tax and legal purposes)

  • Disposal: Deleted or anonymized after the retention period unless legally required to retain

2. Client Billing and Payment Information

  • Data Collected: Bank details, invoicing address, payment history

  • Purpose: For accurate billing, tax compliance, and financial records

  • Retention Period: Retained for 7 years after the transaction or contract ends, in line with HMRC requirements

  • Disposal: Securely deleted from financial systems after 7 years

3. Client Feedback and Survey Data

  • Data Collected: Responses to surveys, polls, or feedback requests

  • Purpose: To improve services, develop free reports, and enhance client experience

  • Retention Period: Retained for 3 years after the survey completion or feedback is collected

  • Disposal: Anonymized or deleted after 3 years unless longer retention is necessary for research purposes

4. Marketing Data (with Consent)

  • Data Collected: Email address, marketing preferences

  • Purpose: To send newsletters, updates, and marketing communications

  • Retention Period: Retained until consent is withdrawn or after 3 years of inactivity

  • Disposal: Deleted from the marketing database upon withdrawal of consent or after the retention period

5. Blog Comment and Inquiry Data

  • Data Collected: Name, email address, comments or inquiries on blog posts

  • Purpose: To engage with blog readers and respond to inquiries

  • Retention Period: Retained for 3 years after the comment or inquiry is posted

  • Disposal: Deleted after 3 years unless continued engagement or legal reasons require longer retention

6. Workshop or Event Participant Information

  • Data Collected: Name, contact details, event attendance records

  • Purpose: To manage event logistics and provide post-event resources

  • Retention Period: Retained for 2 years after the event

  • Disposal: Deleted or anonymized after the retention period unless future engagement is expected

7. Legal and Compliance Records

  • Data Collected: Client contracts, consent records, service agreements

  • Purpose: To comply with legal obligations and contractual requirements

  • Retention Period: Retained for 7 years after the termination of the contract or legal matter

  • Disposal: Securely deleted after the legal retention period

General Retention Principles

  • Minimization: Only the data necessary for the specified purposes is collected and retained.

  • Review: Data is regularly reviewed to determine if it is still needed for the specified purposes.

  • Secure Disposal: After the retention period, data is securely deleted or anonymized to prevent unauthorized access or use.