1. Purpose
AceLink Technologies recognises the importance of protecting the privacy and confidentiality of data, including personal and proprietary information. This Data Retention Policy outlines guidelines for the retention and disposal of data to ensure compliance with legal requirements, mitigate risks, and uphold data privacy principles.
2. Scope
This policy applies to all employees, contractors, and third parties who handle data on behalf of AceLink Technologies. It encompasses all forms of data, including but not limited to personal data, business data, intellectual property, and any other sensitive information collected or processed during the course of business operations.
3. Data Retention Principles
3.1 Legal Compliance: AceLink Technologies will retain data in accordance with applicable laws and regulations governing data protection, privacy, and industry-specific requirements.
3.2 Necessity: Data will only be retained for as long as necessary to fulfil the purposes for which it was collected or as required for legitimate business purposes.
3.3 Minimisation: AceLink Technologies will minimise the retention of personal data and other sensitive information to the extent possible, while still meeting legal and operational requirements.
3.4 Data Inventory: A comprehensive inventory of data assets will be maintained to facilitate effective management of data retention and disposal processes.
3.5 Security: Retained data will be securely stored to prevent unauthorized access, disclosure, alteration, or destruction.
4. Data Retention Guidelines
4.1 Personal Data: Personal data will be retained only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required by law or for legitimate business purposes. Upon expiration of the retention period, personal data will be securely disposed of in accordance with data destruction procedures.
4.2 Business Data: Business-related data, including financial records, contracts, and operational documents, will be retained in accordance with legal, regulatory, and contractual requirements. Data will be securely archived and disposed of when no longer needed for business or legal purposes.
4.3 Intellectual Property: Intellectual property, including proprietary software code, designs, and trade secrets, will be retained for as long as necessary to protect the interests of AceLink Technologies. Data will be securely stored and disposed of in accordance with intellectual property rights and confidentiality agreements.
4.4 Data Backup: Regular backups of data will be performed to ensure business continuity and disaster recovery. Backup data will be retained for a specified period, after which it will be securely overwritten or disposed of.
5. Data Disposal Procedures
5.1 Secure Disposal: Data will be securely disposed of using methods that render it irrecoverable, such as shredding physical documents and securely erasing electronic data.
5.2 Documentation: Records of data disposal activities will be maintained, including the type of data disposed of, the method of disposal, and the date of disposal.
5.3 Third-Party Data: AceLink Technologies will ensure that third-party vendors and service providers adhere to appropriate data disposal practices when handling AceLink’s data.
6. Data Retention Review
6.1 Regular Review: AceLink Technologies will conduct periodic reviews of its data retention practices to ensure compliance with this policy and any changes in legal or regulatory requirements.
6.2 Adjustments: If necessary, adjustments to data retention periods and procedures will be made based on the outcome of the review process.
7. Policy Compliance
7.1 Employee Training: All employees, contractors, and third parties will receive training on this Data Retention Policy and their responsibilities for data retention and disposal.
7.2 Monitoring and Enforcement: Compliance with this policy will be monitored and enforced by AceLink Technologies’ management and compliance team.
7.3 Non-Compliance: Failure to comply with this policy may result in disciplinary action, up to and including termination of employment or contractual relationship, and legal consequences.
8. Policy Revision
This Data Retention Policy will be reviewed and updated as necessary to reflect changes in legal requirements, business practices, or technological advancements. Any revisions to the policy will be communicated to all relevant stakeholders.
9. Contact Information
For questions or concerns regarding this Data Retention Policy, employees and stakeholders can contact the AceLink Technologies Compliance Officer.
AceLink Technologies 