Data Retention Policy

A formal document specifying how long different categories of personal data will be retained and the procedures for data deletion or anonymization. A comprehensive retention policy identifies data categories and types, specifies retention periods for each category, provides rationales for retention periods, describes deletion or anonymization methods, assigns responsibility for enforcement, addresses legal holds and exceptions, and establishes review and update procedures. Retention periods should balance operational needs, legal obligations to retain records (like tax documents), statute of limitations considerations, and privacy principles favoring minimal retention. The policy should be approved by leadership, communicated to relevant personnel, integrated into systems and processes, and audited for compliance. Retention policies reduce privacy risk by ensuring data isn't kept indefinitely, facilitate compliance with storage limitation principles, and prepare organizations to respond to deletion requests.