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Data Archival and Removal Policy

The Developing Leaders Partnership/Gyre®: Data Archival and Removal Policy
Last Update: March 2024

1. Introduction

 The Developing Leaders Partnership trading as - Gyre recognises the importance of effective data management throughout its lifecycle, encompassing archival and removal processes. This Data Archival and Removal Policy outlines our commitment to:

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  • Maintaining data integrity

  • Complying with regulations

  • Minimising risks associated with data retention

2. Purpose

This policy establishes guidelines for the archival and removal of data collected and processed by  Gyre. By adhering to these guidelines, we aim to:

 

  • Optimise storage resources

  • Mitigate security risks

  • Ensure compliance with legal and regulatory requirements

3. Policy Statement

Gyre is committed to:

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  • Archiving data that is no longer actively used but may be required for historical, legal, or business purposes

  • Removing data that has reached the end of its retention period or is no longer necessary for operational or legal purposes

  • Implementing secure and documented processes for both data archival and removal to ensure data integrity and confidentiality

  • Regularly reviewing and updating archival/removal procedures to align with evolving business needs and legal requirements

4. Scope

This policy applies to all data collected, processed, and stored by  Gyre, including:

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  • Customer information (e.g., names, contact details, payment information)

  • Employee records (e.g., personnel files, performance evaluations)

  • Operational data (e.g., transaction logs, system logs)

5. Definitions

  • Data Archival: The process of transferring data to a long-term storage solution for retention beyond its original purpose.

  • Data Removal: The secure deletion or destruction of data that is no longer needed for operational or legal purposes.

  • Data Lifecycle: The stages through which data passes from creation or acquisition to archival or removal.

6. Data Archival Procedures

  • Identification:  Gyre will identify data that is no longer actively used but may be required for historical, legal, or business purposes.

  • Selection: Data for archival will be selected based on criteria such as legal or regulatory requirements, business needs, and data classification.

  • Storage: Archived data will be stored in secure, long-term storage solutions with appropriate access controls to prevent unauthorised access or modification.

  • Documentation: All archival activities will be documented, including the type of data archived, the reason for archival, and the date of archival.

7. Data Removal Procedures

  • Identification:  Gyre will identify data that has reached the end of its retention period or is no longer necessary for operational or legal purposes.

  • Secure Deletion: Data selected for removal will be securely deleted or destroyed using methods that prevent unauthorised access or retrieval.

  • Documentation: All data removal activities will be documented, including the type of data removed, the reason for removal, and the date of removal.

8. Compliance and Enforcement

Gyre's Data Protection Officer (DPO) is responsible for ensuring compliance with this policy and related data protection laws and regulations. Violations of this policy may result in disciplinary action, up to and including termination of employment or legal consequences, depending on the severity of the breach.

9. Review and Revision

This Data Archival and Removal Policy will be reviewed annually and updated as necessary to reflect changes in legislation, technology, or business practices.

10. Contact Information

For questions or concerns regarding this policy, please contact  Gyre's Data Protection Officer (DPO) at lisa.mcfall@gyreteams.com

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