DATA RETENTION POLICY WITH SCHEDULE
of
Different Resonance Limited
Introduction
As part of the day-to-day running of our business, we collect and process personal data from a variety of sources. This personal information is collated in several different formats and is stored electronically.
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Aims of the policy
Our business will ensure that the personal data that we hold is kept secure and that it is held for no longer than is necessary for the purposes for which it is being processed. In addition, we will retain the minimum amount of information to fulfil our statutory obligations and the provision of goods or/and services – as required by data protection legislation, including the General Data Protection Regulation (GDPR).
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Retention
This retention policy (along with its schedule), is a tool used to assist us in making decisions on whether a particular document should be retained or disposed of. In addition, it takes account of the context within which the personal data is being processed and our business practices.
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Decisions around retention and disposal are to be taken in accordance with this policy.
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As and when the retention period for a specific document has expired, a review is always to be carried out prior to the disposal of the document. This does not have to be time-consuming or complex. If a decision is reached to dispose of a document, careful consideration is to be given to the method of disposal.
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Responsibility
Matthew Johnson is responsible for keeping this retention schedule up to date in order to reflect changing business needs, new legislation, changing perceptions of risk management and new priorities for our business.
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Matthew Johnson is responsible for determining (in accordance with this Policy) whether to retain or dispose of specific documents.
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Disposal
Our business must ensure that personal data is securely disposed of when it is no longer needed. This will reduce the risk that it will become inaccurate, out of date or irrelevant.
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The methods of disposal are to be appropriate to the nature and sensitivity of the documents concerned and include:
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Non-Confidential records: place in waste paper bin for disposal
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Confidential records: shred documents
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Deletion of Computer Records and Cloud copies
The table below contains the retention period that we have assigned to each type of record. This will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods.
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Date created: 10/09/2024
Date of review: 10/09/2025
Appendix 1: Document retention schedule
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Type of record
Retention period
Where is it stored?
Reason
Method of deletion
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Contracts with suppliers
10 years after last action
On company SharePoint system.
To ensure clear agreements can be referenced and contracts may span a long period of time.
Deleted from file storage and permanently deleted from any Recycle Bin function.
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Purchase orders and invoices
10 years after last action
QuickBooks
For accounting and financial planning reasons.
Deleted from QuickBooks.
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Mailing lists
2 years after last action
Email marketing provider (Wix.com)
To ensure relevant audiences receive the information they have signed up to receive.
Deleted from Wix.com.
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Website FAQs
1 year from last action
Email provider, Outlook, and Wix.com
The issue is generally resolved upon response and is only held in case any further update is received.
Email archived using Outlook and contact form deleted from Wix.com.
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Email correspondence
Archive emails after 1 year
Outlook
To ensure clear and constant communication with relevant parties.
Email archived using Outlook.
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Online Query
1 year after last action
Email provider, Outlook, and Wix.com
The query is generally resolved upon response and is only held in case any further update is received.
Email archived using Outlook and contact form deleted from Wix.com.
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Online Mastermind Application
10 years after last action
Email provider, Outlook, and Wix.com
To ensure clear agreements can be referenced.
Email archived using Outlook and contact form deleted from Wix.com.