Data Retention Policy

YOUR LAWFIRM RECEPTION DATA RETENTION POLICY

  1. Introduction

Your LawFirm Reception is committed to complying with all applicable laws and regulations in the handling of information, including Data Protection laws. We apply appropriate technical and organisational measures to protect customer, caller, and employee personal data at all times.

This policy sets out how Your LawFirm Reception manages the retention, storage, and destruction of data, including but not limited to personal data. It should be read alongside our Privacy Policy, Cookie Policy, and Terms & Conditions.

The purpose of this policy is to ensure that data is only kept for as long as necessary, is disposed of securely, and is handled consistently across the business.

  1. Scope

This policy applies to all business data, whether held in hard copy or electronically.

Its purpose is to ensure that data is retained only for as long as necessary to meet our legal, regulatory, and contractual obligations, whilst protecting the rights of individuals under Data Protection law.

In practice, this means:

  • Data must not be kept longer than necessary;

  • Data must not be deleted prematurely; and

  • Data must always be disposed of securely.

  1. Definitions

For the purposes of this policy, the following terms apply:

Personal Data: Any information relating to an identified or identifiable individual.

Data Subject: The individual whose personal data is being processed.

Data Controller: The person or organisation that determines how and why personal data is processed.

Data Processor: The person or organisation that processes personal data on behalf of a Data Controller.

Processing: Any operation performed on personal data, whether automated or not, including collection, storage, use, disclosure, or deletion.

Personal Data Breach: A security breach leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data.

Special Category Data: Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, or data concerning a person’s health, sex life, or sexual orientation.

  1. Roles and Responsibilities

All employees, contractors, and third parties who process data on behalf of Your LawFirm Reception are responsible for complying with this policy.

The Data Protection Officer (DPO) can be contacted at enquiries@yourlawfirmreception.co.uk or by post to:

Data Protection Officer
Your LawFirm Reception
2 Blackworth Court
Highworth
Swindon
Wiltshire
SN6 7NS

The DPO is responsible for maintaining this policy and ensuring compliance.

Department Heads must ensure that documented procedures are in place to comply with this policy within their areas of responsibility.

All employees must familiarise themselves with and follow the most up-to-date version of this policy.

All third-party processors engaged by Your LawFirm Reception must operate under appropriate written contractual arrangements to ensure compliance with Data Protection law.

  1. Policy

Information and records, whether hard copy or electronic, must be retained for the minimum periods set out in this policy.

Before destruction, records must be reviewed to determine whether there are legal, regulatory, or business reasons to retain them for longer, such as potential litigation, ongoing complaints, or regulatory investigations.

Records must be securely deleted at the end of the retention period or earlier where required under Data Protection law.

5.1 Suspension of Destruction

If a claim, audit, investigation, subpoena, regulatory enquiry, or litigation is reasonably foreseeable, the DPO, or a nominated senior manager, will suspend destruction of any relevant records until the matter has been fully resolved.

5.2 Retention Periods

Data must only be retained for as long as necessary to fulfil contractual, legal, and regulatory obligations.

Customer email data may be retained for up to six years in accordance with our Terms & Conditions.

Full retention periods are detailed in Schedule 1 below.

5.3 Methods of Destruction

All data must be destroyed in a secure manner that preserves confidentiality.

Hard copy records must be disposed of in confidential waste containers or securely shredded.

Electronic records must be securely deleted in accordance with recognised industry standards so that they cannot reasonably be restored.

Electronic equipment containing personal data must be securely wiped and, where appropriate, physically destroyed before disposal.

5.4 Duplicate Information

Duplicate records must not be retained unnecessarily.

Where information has been shared across departments or systems, all copies must be identified and deleted in line with this policy.

  1. Training

All new employees will receive training on their responsibilities under this policy as part of their induction.

Refresher training will be provided at least annually and whenever there are significant changes to Data Protection law or business practices.

Additional role-specific training will be provided where employees handle higher-risk personal data.

Training records will be maintained to demonstrate compliance.

  1. Monitoring Compliance

Compliance with this policy will be monitored through periodic Data Protection audits led by the DPO.

The audit will assess, at a minimum:

  • Adherence to retention periods;

  • Correct and secure storage of personal data;

  • Secure and timely deletion of personal data; and

  • Secure disposal of hard copy and electronic records.

Department Heads are responsible for addressing any deficiencies identified in their areas and agreeing an appropriate remediation plan.

The DPO will report any significant deficiencies to senior management and monitor progress until resolved.

Additional spot checks may be carried out where specific risks are identified.

  1. Review

This policy is owned by the Data Protection Officer and will be reviewed at least annually, or sooner if:

  • Relevant legislation or regulatory guidance changes;

  • Operational practices change in a way that affects data retention; or

  • Issues are identified through audits or incidents.

All reviews and updates will be approved by senior management.

Schedule 1 – Data Retention Guidelines

Client Personal Data

Where Your LawFirm Reception acts as a Data Controller, all personal data will be protected, retained, and deleted in accordance with contractual agreements and Data Protection legislation.

Where Your LawFirm Reception acts as a Data Processor, personal data will be protected and processed in accordance with the instructions of the Data Controller, the contractual arrangements in place, and applicable Data Protection legislation.

Legal Sector Confidentiality

As Your LawFirm Reception provides services exclusively to solicitors, barristers, and other legal professionals, we recognise that information received or processed on behalf of our clients may contain confidential and legally privileged information.

All such information will be treated as strictly confidential and retained only for as long as necessary to provide the contracted services, comply with legal obligations, resolve disputes, or exercise or defend legal claims.

Upon termination of services, confidential and personal data will either be securely deleted or returned to the client in accordance with the client’s instructions and any applicable legal or regulatory retention requirements.

Personal and sensitive data will only be retained for as long as necessary to deliver our services, or until we are instructed to delete it.

Customer email data may be retained for up to six years to meet legal and contractual obligations.

Data processed for marketing purposes will be retained until consent is withdrawn or until deleted in accordance with our internal procedures.

Your LawFirm Reception may also process data under its legitimate business interests in ways that would reasonably be expected and which do not materially impact individuals’ rights or freedoms.

Central Business Records

Accounting and financial records will be retained for a minimum of six years unless a longer period is required by law or contractual obligation.

Complaints records will be retained for three years following resolution.

Records relating to legal cases, claims, or disputes will be retained on a case-by-case basis as determined by the DPO in consultation with senior management.

HR Records

Employee records will be retained in accordance with statutory requirements and recognised best practice guidance.

Records relating to income tax, National Insurance, HMRC correspondence, statutory payments, and parental leave will be retained for three years from the end of the relevant tax year.

Records relating to salary details, pensions, redundancy, and retirement benefits will be retained for six years from the end of the relevant tax year.

Application forms and interview notes for unsuccessful applicants will be retained for three months following completion of the recruitment process.

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