Data Retention & Deletion Policy
This purpose of this policy is to ensure that Memorabilia Pack Company Ltd. give clear information on how long data and documentation is retained for. This policy is intended to aid customers and staff of Memorabilia Pack Company Ltd.
Throughout this document when you see the words ‘us’, ‘we’ and ‘our’ this is referring to Memorabilia Pack Company Ltd.
We are a limited company, registered in Scotland, our registration number is SC151622 and our registered office is 16 Forth Street, Edinburgh, Scotland, EH1 3LH. Our place of business is 16 Forth Street, Edinburgh, Scotland, EH1 3LH
We are a publishing company who carries out the design and development of memorabilia related products. We collect personal data to allow us to maintain our own records and accounts and to also support our staff.
Memorabilia Pack Company Ltd. collects Personal Data to carry our business as product designers and publishers. The administration of this data is overseen by the directors of Memorabilia Pack Company Ltd. Any data collected will only be used for the purpose it was gathered for.
Suspension of Record Disposal
There may be certain occasions where information needs to be preserved beyond the limits set out in this policy. These situations may include, but are not limited to :
- Legal proceedings or a regulatory (or similar) investigation
- A crime is suspected or detected
- Information is relevant to a company in liquidation where a debt is due to Memorabilia Pack Company Ltd.
The administrator will take immediate steps to promptly inform all affected parties if a suspension occurs.
Data Categories and Retention Schedule
Data Record Type
|Email and Correspondence||7 years||This is in-line with record keeping guidelines provided by HMRC. We keep emails to prove work carried out actually happened and we automatically delete emails older than 7 years.|
|Project Files||7 years||This is in-line with record keeping guidelines provided by HRMC. We keep project files to prove work was carried out actually happened and we manually delete files older than 7 years.|
|Financial Information||7 years||We hold financial records for 7 years, in-line with guidance from HMRC.|
|Website submissions||3 months||Data submitted to us via any contact form on our website is retained in the website database for 3 months. After this period of time, the entries are automatically deleted.|
|Employee Details||7 years||We keep details of staff members for 7 years. We do this incase we need to provide references for ex-employees moving on to new jobs, or if we need to provide HMRC with details of any previous work carried out.|
|Corporate Records||Permanent||Our corporate records are permanently retained on the governments Companies House website.|