Records Management Policy (Public Summary)
Last updated: 14 September 2025
This page summarises how Technophobia Ltd creates, stores, retains, and deletes business records. It links to our full Data Retention Schedule and Privacy Policy.
1. Principles
- Keep records accurate, readable, and retrievable.
- Keep only what we need, for as long as needed, then delete.
- Respect confidentiality, contractual duties, and legal rights.
2. Roles and responsibilities
- Directors: approve retention rules and legal holds.
- Service owners: apply rules to their systems and vendors.
- Everyone: file work in the right place and avoid shadow storage.
3. Record classes
| Class | Examples | Typical retention |
|---|---|---|
| Corporate and legal | MSA, SoW, NDAs | 6 years after end |
| Finance | Invoices, VAT records | 7 years |
| Client delivery | Runbooks, configs, exports | Project end + 6 years |
| Support | Tickets, chat threads | 24 months |
| Marketing | Subscriber lists | Until unsubscribe or 24 months inactivity |
| Logs/monitoring | Access, metrics | 30–90 days |
See the Data Retention Schedule for details.
4. Retention and holds
- Apply the shortest rule that meets business and legal needs.
- Pause deletion if a legal hold or dispute applies.
- Use suppression lists to respect marketing opt-outs.
5. Storage and access
- Store records in approved systems with versioning and access controls.
- No long-term storage in personal mailboxes or local desktops.
- Protect personal data under our DPA.
6. Disposal and deletion
- Delete or anonymise per schedule. Wipe media before disposal.
- Keep a short log of bulk purges and restoration tests.
7. Incidents and continuity
- Follow our Backup & Restore Policy and BCDR.
- Report suspected data loss under the Incident Response & Breach Policy.
8. Contact
Technophobia Ltd · Company No. 14898332 · VAT GB 495 7043 58
13B Devonshire Road Industrial Estate, Millom, LA18 4JS, United Kingdom
+44 1229 774591 • hello@technophobia.uk