RECORDS RETENTION AND DESTRUCTION POLICY
- Background
The purpose of this policy is to detail the procedures for the retention and disposal of information to ensure that we carry this out consistently and that we fully document any actions taken. Unless otherwise specified the retention and disposal policy refers to both hard and soft copy documents.
- Definitions
In this Records Retention and Destruction Policy, unless the context otherwise requires, we use, inter alia, the following terms:
- a) “personal data”means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data, as defined by [the Data Protection Act 1998] OR [EU Regulation 2016/679 General Data Protection Regulation (“GDPR”)]; and
- b) “We/Us/Our”means Claire Clarke Virtual Assistant (c/o Claire Clarke Weddings, a Partnership registered in England whose registered address is 85 Great Portland street, First Floor, London, W1W 7LT, and whose main trading address is 85 Great Portland street, First Floor, London, W1W 7LT)
- Review
Review is the examination of closed records to determine whether they should be destroyed, retained for a further period or transferred to an archive for permanent preservation.
- Where your information will be stored
Your information may be stored on a cloud-based system whose servers are located within the UK or European Union (EU). All data will be stored so to comply with the Data Protection Act 1998 and as enacted, the General Data Protection Regulation (GDPR).
Where laptops are used for storage, full disk encryption will be used. Up to date anti-virus software will be running on all company used laptops.
Where tablets and smartphones are used, pin or fingerprint access will be used as well as cloud based password protected storage.
- Period for which the personal data will be stored
The criteria used to determine the period of storage of personal data is the respective statutory retention period. After expiration of that period, the corresponding data is routinely deleted, as long as it is no longer necessary for the fulfilment of the contract or the initiation of a contract.
- Records can be destroyed in the following ways:
- Non-sensitive information – can be placed in a normal rubbish bin
- Confidential information –shredded
Destruction of electronic records should render them non-recoverable.
- Sharing of information
Duplicate records should be destroyed. Where information has been regularly shared between business areas, only the original records should be retained in accordance with the guidelines in section 2 above. Care should be taken that seemingly duplicate records have not been annotated.
Where we share information with other bodies, we will ensure that they have adequate procedures for records to ensure that the information is managed in accordance with the relevant legislation and regulatory guidance.
- Name and Address of the controller
Controller for the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member states of the European Union and other provisions related to data protection is:
Claire Clarke
85 Great Portland street, First Floor, London, W1W 7LT
Phone: +44 7411734412
Email: info@claireclarkeva.co.uk
Website: www.claireclarkeva.co.uk
- Name and Address of the Data Protection Officer
The Data Protection Officer of the controller is:
Claire Clarke
85 Great Portland street, First Floor, London, W1W 7LT
Phone: +44 7411734412
Email: info@claireclarkeva.co.uk
Website: www.claireclarkeva.co.uk
Any data subject may, at any time, contact our Data Protection Officer directly with all questions and suggestions concerning data protection.
- Changes to this records retention and destruction policy
We may alter this policy at any time. (If we do so, details of the changes will be highlighted at the top of this page.) Any such changes will become binding on you on your first use of our site after the changes have been made. You are therefore advised to check this page from time to time.
In the event of any conflict between the current version of this record retention and destruction policy and any previous version(s), the provisions current and in effect shall prevail unless it is expressly stated otherwise.
- FURTHER INFORMATION
If you would like to know more about this policy, please contact us at info@claireclarkeva.co.uk, by telephone on +44 7411734412, or by post at 85 Great Portland street, First Floor, London, W1W 7LT.
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