Appendix Data Retention Schedule Financial Records Payroll records Seven years after audit Supplier contracts Seven years after contract is terminated Chart of Accounts Fiscal Policies and Procedures Audits Financial statements General Ledger Investment records (deposits, earnings, withdrawals) 7 years Invoices 7 years Cancelled checks 7 years Bank deposit slips 7 years Business expenses documents 7 years Check registers/books 7 years Property/asset inventories 7 years Credit card receipts 3 years Petty cash receipts/documents 3 years Business Records Article of Incorporation to apply for corporate status Board policies Appendix Data Retention Schedule Version 1.0 March 2018 Page 1 of 5
Board meeting minutes Tax or employee identification number designation Office and team meeting minutes Annual corporate filings : Employee Records Disciplinary, grievance proceedings records, oral/verbal, written, final warnings, appeals Applications for jobs, interview notes Recruitment/promotion panel Internal Where the candidate is unsuccessful Where the candidate is successful Deleted immediaelytu Duration of employment Payroll input forms, wages/salary records, overtime/bonus payments Payroll sheets, copies 7 years Bank details current Duration of employment Payrolls/wages Duration of employment Job history including staff personal records: contract(s), Ts & Cs; previous service dates; pay and pension history, pension estimates, resignation/termination letters Employee address details Duration of employment Expense claims Annual leave records Duration of employment Accident books Accident reports and correspondence Certificates and self-certificates unrelated to workplace injury; statutory Appendix Data Retention Schedule Version 1.0 March 2018 Page 2 of 5
sick pay forms Pregnancy/childbirth certification Parental leave Duration of employment Maternity pay records and calculations Redundancy details, payment calculations, refunds, notifications Training and development records Duration of employment Contracts Signed Contract amendments Successful tender documents Unsuccessful tenders documents Tender user requirements, specification, evaluation criteria, invitation Contractors reports Operation and monitoring, eg complaints Customer Data Platform data inclusive of Video data, comments, attachments, profile picture, email address, first and second name deleted, data will be removed from the back-ups within 9 Customer Live chat history Records deleted after 1 year Support Appendix Data Retention Schedule Version 1.0 March 2018 Page 3 of 5
Screen recordings from support session Automatically deleted after 90 days Support CRM data inclusive of Name, Email address, mobile number, address, emails and phone call summaries, DPO information Metrics data deleted, data will be removed from the back-ups within X deleted, data will be anonymised Support Development Team Non - Customer Data Name, email address Kept until person unsubscribes / requests to be removed from system Call recordings Automatically deleted after 6 Marketing & Sales Sales IT Recycle Bins Cleared monthly Downloads Cleared monthly Inbox All emails containing PII attachments deleted after 3 years. Deleted Emails Cleared monthly Personal Network Drive Reviewed quarterly, any documents containing PII Appendix Data Retention Schedule Version 1.0 March 2018 Page 4 of 5
Local Drives & files Google Drives, drop box deleted after 3 years Moved to network drive monthly, then deleted from local drive Reviewed quarterly, any documents containing PII deleted after 3 years Appendix Data Retention Schedule Version 1.0 March 2018 Page 5 of 5