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Data Retention Policy

DRAFT DOCUMENT - LEGAL REVIEW REQUIRED

This document was auto-generated based on your selected compliance frameworks. It provides a basic template that meets minimum requirements but MUST be reviewed and customized by a qualified legal professional before publication.

Last generated: 2026-03-17

Effective Date: 2026-03-17

1. Introduction

This Data Retention Policy outlines how Hydroforce Engineering OÜ (“we,” “our,” or “us”) retains, manages, and disposes of personal data in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

2. Purpose

The purpose of this policy is to:

  • Ensure personal data is not kept longer than necessary
  • Comply with legal and regulatory requirements
  • Protect the rights of data subjects
  • Establish clear procedures for data retention and deletion

3. Scope

This policy applies to all personal data processed by Hydroforce Engineering OÜ, regardless of the format or medium in which it is stored.

4. Responsible Party

Data Protection Officer:

  • Name: Hydroforce
  • Email: marketing@hydroforce.ee
  • Phone: 6506096

5. Retention Periods

The following table outlines our standard retention periods for different categories of personal data:

Data Category Retention Period Legal Basis
Account Information Duration of account + 3 years Contractual necessity, legal obligations
Transaction Records 7 years from transaction date Tax and accounting regulations
Communication Records 3 years from last contact Legitimate interest, legal claims
Marketing Preferences Until consent withdrawal + 30 days Consent
Website Analytics 26 months Legitimate interest
Access Logs 12 months Security, legal compliance
Backup Data 90 days after source deletion Business continuity
Job Applications 6 months (unsuccessful), duration of employment + 7 years (successful) Legal obligations, legitimate interest
Contract Documents Duration of contract + 10 years Legal claims
Support Tickets 3 years from resolution Service improvement, legal claims

Note: These periods may vary based on specific legal requirements in your jurisdiction.

6. Retention Principles

6.1 GDPR Principles

In accordance with GDPR Article 5(1)(e), personal data shall be:

  • Kept in a form which permits identification of data subjects for no longer than is necessary
  • Processed in a manner that ensures appropriate security
  • Subject to periodic review to assess the necessity of retention

6.2 General Principles

  • Necessity: Data is retained only as long as required for its original purpose
  • Accuracy: Retained data is kept accurate and up-to-date
  • Security: Appropriate security measures protect retained data
  • Accountability: Clear records document retention decisions

7. Data Disposal

When the retention period expires, personal data will be:

7.1 Electronic Data

  • Securely deleted using industry-standard methods
  • Removed from all backup systems within the backup retention cycle
  • Anonymized where full deletion is not feasible

7.2 Physical Records

  • Shredded using cross-cut shredders
  • Disposed of through certified destruction services
  • Documented with destruction certificates where applicable

8. Exceptions to Standard Retention

Data may be retained beyond standard periods when:

  • Required by law or regulatory authority
  • Needed for ongoing legal proceedings
  • Subject to a legal hold notice
  • Necessary for legitimate business purposes (documented)

9. Data Subject Rights

Data subjects may request:

  • Information about how long their data will be stored
  • Erasure of their personal data (“right to be forgotten”)
  • Restriction of processing during retention review

To exercise these rights, contact: marketing@hydroforce.ee

10. Review and Updates

This policy is reviewed annually and updated as necessary to reflect:

  • Changes in legal requirements
  • Business process changes
  • Technological developments
  • Lessons learned from data protection incidents

11. Contact Information

For questions about this Data Retention Policy, please contact:

Hydroforce Engineering OÜ Valge 13 Tallinn, Harju 11415 Estonia Email: marketing@hydroforce.ee

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