# Data Retention Policy Template, Free to Fill In Source: https://nerix.ai/templates/data-retention-policy Say what records you keep, for how long and why, who owns them and how they are deleted. Before you send it This template is a starting point and is not legal advice. Laws on this subject differ from place to place, so check what applies where you operate before you adopt it. Minimum and maximum keeping periods are set by tax, employment, health and data protection laws, which differ by country. Confirm each period with an adviser. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/data-retention-policy) ### Data retention policy **Company:** Northgate Supplies Ltd **Applies under the law of:** Germany **Owner:** Data Protection Officer **Effective from:** 1 May 2027 **Next review:** 1 May 2028 ## Purpose Northgate Supplies Ltd keeps records only as long as it needs them for a clear reason, such as a legal duty, a contract or a real business need. Keeping data too long is a risk, and deleting it too early can break the law or lose evidence. ## Principles - Keep what we need, no more, and no longer than needed. - Every kind of record has an owner, a reason and a keeping period. - Personal data is deleted or anonymised when the period ends. - Records are kept safely while we hold them and destroyed safely afterwards. ## Retention schedule | Record | Keep for | Reason | Where it is kept | | Customer orders and invoices | 7 years from the end of the financial year | Tax and accounting law | Finance system | | Employee files | 6 years after leaving | Employment claims | HR system | | Job applications, unsuccessful | 12 months | Handle complaints | Recruiting tool | | CCTV footage | 30 days | Security | Local recorder | | Website analytics | 14 months | Service improvement | Analytics tool | ## Deletion Digital records are deleted from systems and backups on the next backup cycle. Paper records are shredded by a certified service. ## Legal holds If a claim, investigation or audit is likely, the owner may stop deletion of the records involved until told otherwise. ## Exceptions Anything outside the schedule needs the owner's written approval. ## Roles - **Data Protection Officer** maintains the schedule and answers questions. - **Department heads** make sure their records follow it. - **Everyone** keeps records in approved systems only and does not copy them elsewhere. The schedule is reviewed on or before 1 May 2028 . Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Company and legal ## What this template is for A data retention policy with a schedule: what records you keep, for how long, why, where they live and how they are safely deleted. Fill it in online. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all Company and legal templates](https://nerix.ai/templates/company-legal) Company and legal ## What you fill in The form asks for 9 details. The document fills itself in as you type. - ### Company name For example: Northgate Supplies Ltd - ### Country or region whose law applies For example: Germany - ### Policy owner For example: Data Protection Officer - ### Effective from For example: 1 May 2027 - ### Next review For example: 1 May 2028 - ### Retention schedule One row for each type of record. For example: Customer orders and invoices | 7 years from the end of the financial year | Tax and accounting law | Finance system Employee files | 6 years after leaving | Employment claims | HR system Job applications, unsuccessful | 12 months | Handle complaints | Recruiting tool CCTV footage | 30 days | Security | Local recorder Website analytics | 14 months | Service improvement | Analytics tool - ### How records are deleted Explain secure deletion. For example: Digital records are deleted from systems and backups on the next backup cycle. Paper records are shredded by a certified service. - ### Legal holds optional For example: If a claim, investigation or audit is likely, the owner may stop deletion of the records involved until told otherwise. - ### Exceptions optional For example: Anything outside the schedule needs the owner's written approval. Company and legal ## What is inside The parts of this document, in order. - 1 Purpose - 2 Principles - 3 Retention schedule - 4 Deletion - 5 Legal holds - 6 Exceptions - 7 Roles Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=data-retention-policy) ### Was this template helpful? Company and legal ## Questions people ask ### What details does this template ask for? The form asks for 9 details, starting with Company name, Country or region whose law applies, Policy owner, Effective from, Next review. 2 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? This template is a starting point and is not legal advice. Laws on this subject differ from place to place, so check what applies where you operate before you adopt it. Minimum and maximum keeping periods are set by tax, employment, health and data protection laws, which differ by country. Confirm each period with an adviser. ### Are these company templates free? Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price. ### Is a template the same as legal advice? No. A template is a careful starting point. Company, contract and data protection law differ by country, so have a lawyer read anything that carries real risk before you sign. ### Can I change the clauses? Yes. 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