Data Retention Policy

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.

Type of dataHow long it’s storedDescription
Web hosting accounts3 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 data6 monthsAll 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 yearsServer logs contain access logs for the web servers and email delivery logs, they are generated daily and removed after 2 years.
Billing system details7 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.

All backup archives rotate after 6 months. So, any deleted data will remain in backups for a maximum of 6 months.

*CRM database / opt in mailing listunengaged contacts removed after 4 yearsProspect and customer records from website web forms.
*Project management systemcontacts removed after 4 yearsCustomer records relating to development projects.
*Quote systemcontacts removed after 4 yearsCustomer records relating to new quotes for development projects.
*Web site audit systemcontacts removed after 4 yearsCustomer records relating to web site audits.

*These systems are provided by a third-party service.

Version: 2.1 – 10/05/19

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