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Data Retention Policy | Chat Connect
0113 322 9608 info@chatconnect.co.uk

Data Retention Policy


1. Introduction

Chatconnect is compliant with the law and regulations in all our business activities, including applicable Data Protection Laws.

We use all appropriate technical measures to ensure the protection of both customer and employee personal data.

This policy sets out the expected behaviours of our employees, contractors and third parties in relation to the retention, storage destruction of all data held within the business (including personal data).

2. Scope

Maintaining business data in a systematic manner is essential to comply with our legal and regulatory requirements. It also reduces the costs and risks associated with retaining unnecessary information. It is paramount that the retention period allows us to meet our legal and regulatory requirements but that the rights of data subjects are also protected.

This policy has been developed to help employees properly manage Personal Data in a consistent manner which sets out:

  • How long personal data should be retained
  • How records should be disposed of

Unless otherwise stipulated, the policy refers to electronic documents sent to the customer when services are purchased from Chatconnect.

3. Definitions

The following definitions will be used in this policy:

Employees: Employees refers to anyone who is a Chatconnect employee who handles private data.

Third-party contractors: Any third-party software or service provider Chatconnect hires to carry out services and handles personal data.

Data Handler: Chatconnect or any third-party software provider who handles personal data

Data Processor: Chatconnect or any third-party software provider who processes personal data.

Customer: Any organisation or individual who as hired Chatconnect to carry out services for them.

4. Roles and Responsibilities

All employees, including contractors and third parties who process data on our behalf, are responsible for complying with the requirements of this policy.

It is the responsibility of all employees and third-party contractors we hire to ensure that they have read the most up to date version of this policy.

To request more information on who and how Chatconnect handles your data, please email us at info@chatconnect.co.uk or call us on 0113 322 9608.

5. Policy

Information/records electronic will be retained for at least the period minimum required by law for each legal purpose.

All information must be reviewed before destruction to determine if there are special factors that mean destruction should be delayed, for example, potential litigation, complaints or on-going cases.

Hard copy and electronically held records, documents and information must be deleted at the end of the retention period or when requested in accordance with the appropriate Data Protection legislation.

Each department should periodically review and determine whether they have records in their control which should be destroyed pursuant to this policy.

5.1 Suspending the destruction date

If a claim, audit, investigation, subpoena, or litigation has been asserted or filed by or against Chatconnect or is reasonably foreseeable, we have an obligation to retain all relevant records, including those that otherwise would be scheduled for destruction under the records retention schedule.

5.2 How long should we keep our data?

All Data will be kept for as long as it is needed to meet the terms of our agreement with our customers and any applicable legal requirements.

5.3 Methods of Destruction

All data electronic data will be destroyed in a secure manner, preserving the confidentiality of all personal data.

Chatconnect will ensure that all electronic data is securely destroyed in a way which cannot be restored. We will also be responsible for ensuring that any electronic equipment is securely wiped, and where appropriate securely disposed of, when it is no longer required by the business.

5.4 Sharing of Information

Unnecessary duplicate information should be destroyed. Where information has been regularly shared between business areas care should be taken to ensure that all copies of the data are destroyed.

6. Training

All employees and third-party contractors handling personal data will have their responsibilities under this policy outlined to them as part of their induction training.

All employees and third-party contractors will complete an annual refresher of this training and regular checks to ensure all data is handled as outlined in this policy.

7. Data handling review

Chatconnect will on a daily/monthly/yearly basis ensure that all data that is handled by Chatconnect employees and third-party contractors are handled with the guidelines set out by this policy and by the data protection act by UK law.

9. Related Documents

Please take a look at the following documents either displayed on our website or provided to our customers on starting services with Chatconnect.

  • Website Terms and Conditions
  • Privacy policy
  • Terms of services contract


Client Personal Data

Where Chatconnect acts as the Data Controller all data will be protected, retained and deleted in accordance with our agreed contractual agreements.

Where Chatconnect acts as the Data Processor all data will be protected and treated in accordance with contractual agreements with the Data Controller.

As referenced within our Privacy Policy; personal and sensitive data will only be retained whilst it’s required to deliver a service (based on contractual agreement) or until such time we are instructed to delete it, whichever is the soonest.

Where data is processed solely for marketing purposes, any information we use for this purpose will be kept until you notify us that you no longer wish to receive this information, or until the data is deleted upon request.

As part of ensuring we are providing the right services to you, we may use your data to pursue our legitimate interests in a way which would reasonably be expected as part of running our business and supplying services, this will be done in a way that does not materially impact your rights, freedom or interests.

Central business records

Where Chatconnect acts as the Data Controller all data will be protected, retained and deleted in accordance with our agreed contractual agreements.

Where Chatconnect acts as the Data Processor all data will be protected and treated in accordance with contractual agreements with the Data Controller.

For Accounting and Financial Records, we will retain for 6 years, unless contractual agreements specify differently.

For Complaints records, we will retain for 1 year following the resolution of the complaint.

For records relating to legal cases or claims notified to the business, retention periods will be agreed on a case by case basis.

HR records

Chatconnect will keep all records for the following sensitive personal data types for 3 years after the year it relates to:

Income Tax

National Insurance

HMRC correspondence

Statutory Sick Pay

Statutory Maternity pay

Parental leave records

We will keep all the records for the following sensitive personal data types for 6 years after the year it relates to:

Salary details

Retirement benefits schemes events (for example a change in minimum contribution levels)

Redundancy records

Pension records


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