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GowringsVersa Mobility Data Retention Policy

1. Introduction

This Data Retention Policy outlines the guidelines and procedures for the retention and disposal of data at GowringsVersa Mobility. The policy applies to all forms of data, including electronic and physical records, and is designed to ensure data is managed in a secure, efficient, and compliant manner.

2. Purpose

The purpose of this policy is to:

2.1. Establish a structured approach to data retention and disposal.

2.2. Ensure compliance with relevant data protection regulations.

2.3. Safeguard sensitive and confidential information.

2.4. Manage data effectively to support business operations.

2.5. Minimise legal and regulatory risks associated with data retention.

3. Definitions

3.1. Data: Information in any format, including but not limited to electronic, paper, and physical records.

3.2. Data Owner: The individual or department responsible for specific data within the organisation.

3.3. Data Custodian: The entity responsible for managing and maintaining data storage and access.

3.4. Data Subject: The individual to whom the data pertains.

4. Data Classification

All data at GowringsVersa Mobility should be classified into one of the following categories:

4.1. Critical: Data that is essential for business operations, regulatory compliance, or legal requirements.

4.2. Sensitive: Data that, if disclosed, could have adverse consequences for the organisation or individuals.

4.3. General: Routine business data with no critical or sensitive nature.

5. Data Retention Guidelines

5.1. Data Owners must identify and document the classification, purpose, and legal basis for retaining data.

5.2. Data Owners must regularly review and update data to ensure it remains relevant and necessary for the defined purposes.

5.3. Critical data must be retained for the period specified by applicable laws and regulations.

5.4. Sensitive data should be retained for a period no longer than necessary to achieve the purpose for which it was collected.

5.5. General data should be retained for a reasonable period, based on the nature of the information.

5.6. Data that no longer serves a legitimate business purpose should be disposed of promptly.

6. Data Disposal

6.1. Data Custodians must follow approved data disposal procedures when data is no longer required for its intended purpose.

6.2. Disposal methods may include secure shredding for physical records and secure erasure for electronic data.

6.3. Data Custodians must maintain records of data disposal, including dates, methods, and authorisations.

7. Compliance and Monitoring

7.1. GowringsVersa Mobility is committed to complying with all applicable data protection regulations.

7.2. Periodic audits and assessments will be conducted to ensure adherence to this policy.

8. Review and Updates

This policy will be reviewed regularly to ensure it remains effective and compliant with changing laws and industry standards.

9. Training and Awareness

All employees will be educated about this policy and their role in data retention and disposal.

10. Contact Information

For questions or concerns related to this policy, please contact marketing@gowringsversa.co.uk

11. References

This policy is aligned with UK General Data Protection Regulations GDPR.

12. Approval

This policy has been reviewed and approved by Gowrings Mobility Ltd  on [31/10/23].

This data retention policy serves as a framework for managing data within GowringsVersa Mobility. Please adapt it to meet the specific needs and requirements of your organisation, and ensure that it complies with applicable laws and regulations.

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