Data Retention & Deletion

How long do we keep your data
for and when do we delete it?

Design33 Data Retention and Deletion Policy

This purpose of this policy is to ensure that Design33 give clear information on how long data and documentation is retained for. This policy is intended to aid customers and staff of Design33.

Throughout this document when you see the words ‘us’, ‘we’ and ‘our’ this is referring to Design33 Ltd.

We are a limited company, registered in Scotland, our registration number is SC520101 and our registered office is 24a Ainslie Place, Edinburgh, Scotland, EH3 6AJ. Our place of business is The Breakfast Mission, 15 Old Fishmarket Close, Edinburgh, Scotland, EH1 1RW.

Our ICO Data Controller registration number is ZA271843

We are a web design company who carries out the design and development of websites, web apps and related services. We collect personal data to allow us to maintain our own records and accounts and to also support our staff.

If you have any questions regarding this privacy policy you should contact The Data Protection Officer, Design33 Ltd, The Breakfast Mission, 15 Old Fishmarket Close, Edinburgh, EH1 1RW.

Administration

Design33 collects Personal Data to carry our business as web designers. The administration of this data is overseen by the directors of Design33. 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 Design33

The administrator will take immediate steps to promptly inform all affected parties if a suspension occurs.

Data Categories and Retention Schedule

Data Record Type

Retention Period

Notes

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.