Records Retention & Data Deletion Policy template
Define how long different types of records must be kept and ensure secure, documented deletion when retention periods expire. Covers legal retention obligations (GDPR Article 5(1)(e) storage limitation, Companies Act, HMRC requirements), data minimisation, secure disposal, and the right to erasure. Essential for GDPR compliance and audit readiness.
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A records retention and data deletion policy sets out how long records and personal data are kept and how they are securely deleted. It supports compliance and reduces unnecessary data storage. Clear rules help manage risk and respond efficiently to requests and audits.
Who needs one: Organisations that need consistent rules for keeping and deleting records and data.
What a strong records retention & data deletion policy covers
- Record categories and defined retention periods
- Legal, regulatory, and business retention drivers
- Storage, access controls, and indexing of records
- Secure deletion and destruction methods
- Handling of personal data and the right to erasure
- Legal holds, exceptions, and review schedule
Regulations and frameworks this aligns to
PolicyKit references the standards relevant to your jurisdiction when it generates your records retention & data deletion policy.
- GDPR
- The EU General Data Protection Regulation, governing how organisations collect, use, and protect personal data of people in the EU.
- UK GDPR
- The retained UK version of the General Data Protection Regulation, governing how organisations process the personal data of people in the UK.
- CCPA
- The California Consumer Privacy Act, granting California residents rights over how businesses collect, share, and use their personal information.
- Companies Act 2006
- The principal UK legislation governing the formation, administration, directors’ duties, and reporting obligations of companies.
- HMRC
- His Majesty’s Revenue and Customs, the UK authority responsible for the collection of taxes and the administration of certain regulatory regimes.
- ISO/IEC 27001
- The international standard specifying requirements for establishing, maintaining, and continually improving an information security management system.
Frequently asked questions
What should a records retention & data deletion policy include?
A robust records retention & data deletion policy sets out scope, roles and responsibilities, the specific controls or procedures involved, and how compliance is monitored and reviewed, mapped to frameworks like gdpr, uk-gdpr, ccpa. PolicyKit structures all of this automatically based on your business.
Is this legal advice?
No. PolicyKit generates AI-assisted professional templates and starting points, not legal advice. Every document should be reviewed with qualified legal and compliance counsel before use.
Can I tailor it to my country?
Yes — PolicyKit tailors each document to your jurisdiction, including UK, EU, United States, Australia, Singapore, Hong Kong and more.
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