This data retention policy sets out the periods in which we will retain personal data on systems and servers operated by in house media Ltd.
This includes personal data of third parties provided by the customer of in house media in respect of which in house media is a data processor and data which we collect about our customers and prospects in respect of which we are the data controller.
Web hosting accounts (accessible by the customer)
Web hosting accounts - 3 months
Comprising of web site files, images and database data supplied by our customer and in respect of which in house media is data processor only.
Accounts are deleted from the live servers within 3 months after account termination, cancellation, or as otherwise requested by our customer.
Web hosting accounts - Backup data - 6 months
All web hosting accounts are backed up in archive files for disaster recovery purposes. Due to the way the backups are archived, it is not possible to remove individual accounts from the backup archives.
All backup archives rotate after 6 months. So, any deleted accounts will remain in backups for a maximum of 6 months.
In house media (internal)
Server log files - 2 years
Server logs contain access logs for the web servers and email delivery logs, they are generated daily and removed after 2 years.
Billing system details - 7 years
Billing system details contain the customer records including account invoice history. This also includes support email tickets and remains on our system for 7 years from the data on which the live account is deleted or the date on which our services cease.
*CRM database / opt in mailing list - unengaged contacts removed after 7 years
Prospect and customer records from website web forms.
*Project management system - contacts removed after 7 years
Customer records relating to development projects.
*Quote system - contacts removed after 7 years
Customer records relating to new quotes for development projects.
*Web site audit system - contacts removed after 7 years
Customer records relating to web site audits.
*These systems are provided by a third-party service.