1. Purpose of the Policy
This Data Retention Policy explains how Pearl IT Systems collects, stores, and retains personal data in compliance with applicable regulations, including the UK GDPR and the Data Protection Act 2018.
2. Scope
This policy applies to:
- All personal data collected and processed by Pearl IT Systems.
- Data stored in electronic and physical formats.
- Employees, contractors, and third-party service providers who process data on behalf of Pearl IT Systems.
3. Retention Periods
Personal data will be retained for the following periods unless legal or contractual obligations require otherwise:
| Data Type | Retention Period | Reason for Retention |
|---|---|---|
| Employee Data | 7 years after termination | Legal and audit requirements |
| Client Information | 7 years after the relationship ends | Legal, audit, and contractual obligations |
| Financial Records | 6 years (plus current financial year) | HMRC requirements |
| Support Logs | 1 year after resolution | Operational improvement |
| Marketing Data | Until consent is withdrawn | Consent and business needs |
| Website Analytics Data | 2 years | Operational improvement |
| Right-to-Work Checks | 2 years after employment ends | Immigration compliance |
| Health Data (Vaccinations) | While necessary | Client requirements |
4. Secure Disposal of Data
At the end of the retention period, personal data will be securely deleted, destroyed, or anonymised using the following methods:
- Electronic Data: Secure wiping of storage devices, ensuring irretrievable deletion.
- Physical Data: Shredding of paper documents or secure incineration.
Third-party data processors contracted by Pearl IT Systems must also comply with these standards.
5. Monitoring and Review
This policy will be reviewed annually to ensure compliance with legal and business requirements. Any changes to retention periods or processes will be communicated to all stakeholders.
6. Contact Information
If you have any questions or concerns about this policy, please contact us:
- Email: support@pearlitsystems.uk
- Phone: 020 3388 8822
- Postal Address: Churchill House, 120 Bunns Lane, Mill Hill, London NW7 2AS