1. Overview
This Data Retention Policy sets out the periods for which Nexsys Tech Limited retains different categories of personal and business data. Retention periods are informed by our legal obligations, our legitimate business needs and best practice.
2. Retention schedule
Enquiries and contact form submissions
- Retained for up to 24 months from the date of last contact, then deleted.
Email correspondence
- Client project correspondence — kept for the duration of the engagement and 7 years thereafter.
- General business correspondence — 24 months unless required for a specific purpose.
Invoices and accounting records
- Retained for 7 years in line with HMRC and Companies House requirements.
Project records and deliverables
- Source files, project documentation and specifications are retained for the duration of the engagement and 7 years thereafter for audit and legal purposes.
Support requests and tickets
- Retained for 3 years from resolution.
Backups
- Rolling backups are retained for up to 90 days unless a longer period is agreed under a maintenance plan.
Server, application and access logs
- Retained for up to 90 days for security monitoring and troubleshooting.
Marketing data
- Marketing consents and any related contact data are retained until you withdraw consent or after 24 months of inactivity.
3. Legal and regulatory obligations
Where a law, regulator, or valid legal process requires us to retain data for longer, we will do so and only for as long as required.
4. Secure deletion
When the retention period expires, data is deleted or anonymised using appropriate secure methods. Backup copies are overwritten in the normal rotation.
5. Contact
Questions about this policy or requests relating to your data can be sent to nexsys.te@gmail.com.