Data Retention Policy

1. Purpose:

This Data Retention Policy explains how long we keep personal information and the reasons
for doing so. We retain personal data only for as long as necessary to provide our services,
comply with legal and regulatory requirements, and protect our legitimate business
interests.

2. Retention Principles

We apply the following principles when retaining personal data:
• Personal data is kept only for specified and lawful purposes
• Data is limited, relevant, and proportionate
• Information is securely stored and access is restricted
• Data is securely deleted or anonymised once no longer required
• Retention periods are reviewed periodically

3. Retention Periods

• Customer & Service Data
Customer account details, delivery records, proof of delivery, and billing information are
retained for up to 6 years after the last transaction.
Customer communications are retained for 2 to 6 years, depending on relevance and
purpose.

• Queries, Complaints & Claims
Queries and complaints records are retained for up to 3 years after closure.
Insurance, compensation, or liability claims are retained for up to 6 years after settlement.

• Recruitment & Employment
Unsuccessful job applications are retained for 6 to 12 months.
Employee records are retained for up to 6 years after employment ends.
Right-to-work records are retained for 2 years after employment ends.

Financial & Legal Records
Invoices, receipts, and accounting records are retained for 6 years.
Insurance and legal correspondence are retained for up to 6 years.

Website & Digital Data
Website enquiry data is retained for 12 to 24 months.
Website analytics data is retained for up to 26 months.
Marketing preferences are retained until an individual opts out.

CCTV / Vehicle Recordings
CCTV or dashcam footage is retained for 14 to 30 days, unless required longer for
investigations or claims.

4. Extended Retention

Personal data may be retained beyond the stated periods only where necessary, such as
during ongoing disputes, legal proceedings, or regulatory investigations.

5. Secure Disposal

At the end of the retention period, personal data is securely deleted, destroyed, or
anonymised.

6. Review of Policy

Last reviewed: 14th of January 2026
Owner: Solidverse Logistics Limited