Data Retention Policy

GDPR – DATA RETENTION POLICY WITH SCHEDULE 

This is the Data Retention Policy of UK Productions Ltd.  

Introduction 

We recognise that in the running of our business, we collect and process personal data from a variety  of sources. This personal information is collated in several different formats including letters, emails,  legal documents, employment records, operations records, images and statements. The personal data  is held in both hard copy and electronic form.  

Aims of the policy  

Our business will ensure that personal data that we hold is kept secure and that it is held for no longer  than is necessary for the purposes for which it is being processed. In addition, we will retain the  minimum amount of information to fulfill our statutory obligations and the provision of goods or/and  services – as required by the data protection legislation, including the General Data Protection  Regulation (GDPR).  

Retention  

This retention policy (with its schedule), is a tool used to assist us in making decisions on whether a  particular document should be retained or disposed of. In addition, it takes account of the context  within which the personal data is being processed and our business practices. 

Decisions around retention and disposal should be taken in accordance with this policy.  

Where a retention period of a specific document has expired, a review should always be carried out  prior to the disposal of the document. This does not have to be time-consuming or complex. If a  decision is reached to dispose of a document, careful consideration should be given to the method of  disposal.  

Responsibility  

We are responsible for keeping this retention schedule up to date, to reflect changing business needs,  new legislation, changing perceptions of risk management and new priorities for our business. 

We are responsible for determining (in accordance with this Policy) whether to retain or dispose of  specific documents. 

We will review this schedule if in any doubt about minimum retention periods or if the retention of a  document is necessary for a potential claim.  

Disposal 

We must ensure that personal data is securely disposed of when it’s no longer needed. This will reduce  the risk that it will become inaccurate, out of date or irrelevant. 

The method of disposal should be appropriate to the nature and sensitivity of the documents concerned  and includes:  

• Non-Confidential records: place in waste paper bin for disposal 

UK Productions Ltd 

PO Box 944, Godalming, GU7 9NQ 

T: 01483 423600 E: mail@ukproductions.co.uk W: ukproductions.co.uk 

Registered Office: Bourne House, Queen Street, Gomshall, Surrey GU5 9LY Registered in England No. 2860662 

• Confidential records: shred documents  
• Deletion of Computer Records 
• Transmission of records to an external body 
• Cloud storage 

The table below contains the retention period that we have assigned to each type of record. This will  be adhered to wherever possible, although it is recognised that there may be exceptional circumstances  which require documents to be kept for either shorter or longer periods.  

Date created: 2nd April 2018 

Date of review: 2nd April 2019 

Appendix 1: Document retention schedule