Records Retention

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 Linda Perry Virtual Assistant (Glimmer Assist and Organise registered in England whose registered address is 68 Edwards Drive, Plymouth, Devon. PL7 2su and whose main trading address is the same.

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 Information

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.

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:

Linda Perry

Email: info@glimmerassistandorganise.co.uk

Website: www.glimmerassistandorganise.co.uk

Any data subject may, at any time, contact our Data Protection Controller 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 Linda Perry

Email: info@glimmerassistandorganise.co.uk

Website: www.glimmerassistandorganise.co.uk

For more information about privacy policy or our cookie policy, please visit the following:

www.glimmerassistandorganise.co.uk/privacy-policy

www.glimmerassistandorganise.co.uk/cookie-policy

I am registered with the Information Commissioners Office to comply with the law but also because I take your information and data security seriously. 

ICO REGISTERED

REF: ZB802542