data retention policy template

Prompt

data retention policy template

ChatGPTOpenAI

data retention policy template

Certainly! Below is a basic Data Retention Policy Template that you can customize according to your organization's requirements:

Data Retention Policy

1. Purpose

The purpose of this Data Retention Policy is to ensure that [Organization Name] manages its data in compliance with applicable legal and regulatory requirements, supports business operations, and protects sensitive information by retaining data only as long as necessary.

2. Scope

This policy applies to all data created, received, or maintained by [Organization Name] in any format, including electronic and paper records.

3. Definitions

Data: Any information collected, processed, stored, or transmitted by the organization.

Retention Period: The length of time data is kept before being deleted or archived.

Confidential Data: Data that is sensitive in nature, including personal identifiable information (PII), financial records, etc.

4. Data Classification

Data will be classified into the following categories for retention purposes:

Personal Data

Financial Records

Employee Records

Customer Data

Operational Records

Legal Documents

Marketing Data

Other (Specify)

5. Retention Periods

Data Type	Retention Period	Notes
Personal Data	[Specify period e.g., 7 years]	In compliance with data protection laws
Financial Records	[Specify period e.g., 7 years]	For audit and tax purposes
Employee Records	[Specify period e.g., duration of employment + 6 years]	Employment law compliance
Customer Data	[Specify period e.g., active + 5 years]	For customer service and marketing purposes
Legal Documents	[Specify period e.g., permanently or 10 years]	To meet legal obligations
Marketing Data	[Specify period e.g., 3 years]	Based on consent and effectiveness
Other	[Specify]

6. Data Storage and Security

Data will be stored securely and access will be limited to authorized personnel only. Appropriate measures will be implemented to protect data from unauthorized access, alteration, or destruction.

7. Data Disposal

Data that has reached the end of its retention period will be disposed of securely, such as:

Shredding physical documents

Permanently deleting electronic files

Disposal procedures must ensure that data cannot be recovered or reconstructed.

8. Responsibilities

Data Owners: Responsible for managing and classifying data in accordance with this policy.

IT Department: Responsible for implementing technical controls to enforce retention and disposal.

Compliance Team: Responsible for monitoring adherence to this policy.

9. Policy Review

This policy will be reviewed annually or as necessary to reflect changes in regulatory requirements or organizational needs.

10. Related Policies

Data Protection Policy

Information Security Policy

Records Management Policy

11. Approval

This policy has been approved by:

_____________________________
[Name, Title]
Date: _______________

Notes:

Replace bracketed placeholders with your organization’s specific information.

Customize retention periods based on legal and business requirements.

Consult legal experts to align the policy with applicable laws such as GDPR, HIPAA, etc.

If you need a more detailed or sector-specific template, just let me know!

19:13

DeepSeekDeepSeek

data retention policy template

Of course. Here is a comprehensive and customizable Data Retention Policy Template.

This template is designed to be a starting point. You must consult with your legal and compliance teams to tailor it to your specific industry, jurisdiction, and business needs. Laws like GDPR, CCPA, HIPAA, SOX, etc., have strict and varying requirements.

[Your Company Name] Data Retention Policy

Policy Version: 1.0
Effective Date: [Date]
Policy Owner: [e.g., Chief Technology Officer / Data Protection Officer]
Approved By: [e.g., CEO / Legal Counsel]

1.0 Purpose and Scope

1.1 Purpose
The purpose of this Data Retention Policy is to establish a framework for the retention, storage, and disposal of data created, received, or maintained by [Your Company Name] in the course of its business operations. This policy is designed to:

Ensure compliance with legal, regulatory, and contractual requirements.

Minimize the risks and costs associated with retaining unnecessary data.

Facilitate efficient data management and retrieval.

Support the secure and definitive disposal of data that no longer needs to be retained.

1.2 Scope
This policy applies to all data, in all formats (physical and electronic), handled by [Your Company Name]. This includes, but is not limited to:

Employees, contractors, and temporary staff: All individuals are required to adhere to this policy.

Data Types: Paper records, electronic documents, emails, databases, application data, audio/video recordings, and backup media.

Systems and Locations: All company-owned or leased systems, networks, cloud services, and physical storage locations.

2.0 Policy Statements

2.1 General Retention Principles

Legal Compliance: Data shall be retained for the minimum period required by applicable laws and regulations.

Business Need: Data may be retained beyond the legal minimum if there is a legitimate and documented business need.

Data Minimization: Only data necessary for the defined purpose shall be collected and retained.

Secure Disposal: At the end of the retention period, data shall be disposed of securely and irreversibly, in a manner appropriate to its sensitivity.

Suspension of Disposal: The disposal of records may be suspended upon receipt of a legal hold notice (see Section 5.0).

2.2 Roles and Responsibilities

Data Protection Officer (DPO) / Policy Owner: Responsible for maintaining and updating this policy, providing guidance, and overseeing compliance.

Department Heads: Responsible for identifying data categories within their departments, implementing the policy, and ensuring their teams are trained.

IT Department: Responsible for implementing and maintaining technical controls for data retention and secure disposal (e.g., automated deletion scripts, shredding services).

All Personnel: Responsible for understanding and complying with this policy, including the proper classification and handling of data they create or use.

3.0 Data Retention Schedule

The following table defines the retention periods for major data categories. This is not an exhaustive list.

Data Category	Examples	Minimum Retention Period	Legal / Business Justification	Disposal Method
Employee Records
Application & CVs (unsuccessful)	CVs, cover letters	[e.g., 6 months]	Limitation period for discrimination claims	Secure shredding / digital wiping
Employment Contracts	Signed contracts, amendments	[e.g., 7 years after termination]	Statute of limitations for contractual claims	Secure shredding / digital wiping
Payroll & Tax Records	Payslips, P60s, tax forms	[e.g., 7 years]	HMRC / IRS requirements	Secure shredding / digital wiping
Performance Records	Appraisals, disciplinary records	[e.g., 3 years after termination]	Business need; limitation periods	Secure shredding / digital wiping
Financial & Corporate
Audited Financial Statements	Annual reports, audit records	[e.g., Permanently]	Corporate history; legal requirement	N/A
Invoices & Expense Records	Sales/purchase invoices, receipts	[e.g., 7 years]	HMRC / IRS requirements	Secure shredding / digital wiping
Bank Statements & Records	Statements, reconciliations	[e.g., 7 years]	Legal / financial compliance	Secure shredding / digital wiping
Customer & Sales Data
Customer Contracts	Signed agreements, SOWs	[e.g., 7 years after termination]	Statute of limitations	Secure shredding / digital wiping
Sales Leads (no activity)	Prospect contact info	[e.g., 2 years]	Business need; data minimization	Digital wiping from CRM
Customer Support Tickets	Chat logs, email threads	[e.g., 3 years after resolution]	Business need; warranty periods	Digital wiping from system
IT & Systems Data
System Access Logs	Authentication, security logs	[e.g., 1 year]	Security monitoring; incident response	Automated digital deletion
Backup Tapes / Disks	System backups	[e.g., 90 days]	Disaster recovery	Degaussing / physical destruction
Website Analytics	Google Analytics data	[e.g., 26 months]	Data minimization; tool settings	Automated anonymization
Marketing
Newsletter Subscriptions	Email lists, consent records	[e.g., Until withdrawal of consent]	GDPR / Privacy Law Requirement	Digital wiping from mailing list
Sensitive Data
Health & Medical Data	Sick notes, insurance claims	[e.g., 3 years after termination]	Business need; legal obligation	Secure shredding / digital wiping

Note: "Permanently" should be used sparingly and only where there is a clear and justified business or legal case.

4.0 Data Storage and Security

All data, especially personal and sensitive data, must be stored securely to prevent unauthorized access, modification, or destruction.

Physical records must be stored in locked cabinets with controlled access.

Electronic data must be protected by access controls, encryption, and network security measures.

The storage location of data (e.g., on-premises, cloud, specific country) must be documented to ensure compliance with data protection laws.

5.0 Legal Hold and Litigation Support

The normal data retention and disposal process shall be suspended for any data that is subject to a Legal Hold.

A Legal Hold may be initiated due to anticipated or ongoing litigation, audit, or government investigation.

The Legal/Compliance department will issue a Legal Hold notice, specifying the data in scope. The IT department is responsible for implementing technical measures to preserve this data.

Data under a Legal Hold must not be altered or deleted until the hold is officially released in writing.

6.0 Secure Disposal Methods

Paper/Physical Media: Cross-cut shredding, incineration, or using a certified secure destruction service.

Electronic Media: Using secure data erasure software that overwrites data (following standards like NIST 800-88) or physical destruction (e.g., degaussing, crushing).

Cloud Data: Ensuring data is deleted from all storage locations, including active data sets, backups, and cached copies, in accordance with the cloud provider's secure deletion process.

7.0 Policy Review and Audit

This policy will be reviewed annually by the Policy Owner to ensure it remains current with changing laws, regulations, and business practices.

Internal audits will be conducted periodically to verify compliance with this policy.

8.0 Exceptions and Violations

Any exception to this policy must be formally requested in writing and approved by the Data Protection Officer and Legal Counsel.

Violations of this policy may result in disciplinary action, up to and including termination of employment, and may also lead to legal action against the individual.

9.0 Definitions

Data: Any information recorded in any form, electronic or physical.

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

Retention Period: The duration for which data must be kept before it is eligible for secure disposal.

Legal Hold: A communication that suspends the normal disposition or processing of records due to foreseeable or pending litigation, audit, or investigation.

Secure Disposal: The irreversible destruction or deletion of data so that it cannot be reconstructed or retrieved.

How to Implement This Template:

Fill in the Blanks: Add your company name, dates, and specific roles.

Consult Experts: Work with your legal counsel to identify all applicable laws (GDPR, CCPA, HIPAA, etc.) and define legally compliant retention periods.

Customize the Schedule: The Data Retention Schedule is the core. Collaborate with each department (HR, Finance,

19:13

GeminiGoogle

data retention policy template

Okay, here's a comprehensive data retention policy template. Remember that this is a template and should be customized to fit your specific organization's needs, legal requirements, and industry regulations. Consult with legal counsel to ensure compliance.

[YOUR COMPANY NAME] DATA RETENTION POLICY

1. Purpose

This Data Retention Policy (the "Policy") outlines the standards and procedures for retaining, storing, and disposing of [Your Company Name]'s data, including both electronic and physical records. The purpose of this Policy is to:

Ensure compliance with applicable laws, regulations, and industry standards.

Minimize legal and operational risks associated with data retention.

Optimize storage costs and resource utilization.

Support business operations and decision-making.

Protect the privacy and security of sensitive information.

Facilitate efficient retrieval of necessary information.

2. Scope

This Policy applies to all [Your Company Name] employees, contractors, consultants, and any other individuals or entities acting on behalf of [Your Company Name] (collectively, "Personnel"). This Policy covers all data created, received, stored, or processed by [Your Company Name], regardless of format or location, including but not limited to:

Electronic Documents: Emails, documents, spreadsheets, presentations, databases, application data, website content, digital images, audio/video files, and data stored on cloud services.

Physical Records: Paper documents, contracts, financial records, personnel files, and other tangible materials.

Data Formats: This includes, but is not limited to structured data, unstructured data, and semi-structured data.

Data Locations: This includes, but is not limited to, servers, desktops, laptops, mobile devices, cloud storage, physical storage facilities, and third-party vendors.

3. Definitions

Data: Any recorded information, regardless of format.

Retention Period: The length of time data must be kept, as specified in this Policy.

Destruction: The secure and irreversible elimination of data, rendering it unreadable and unusable.

Legal Hold: A temporary suspension of the routine destruction of specific records due to pending or anticipated litigation, investigation, or audit.

Record Custodian: The individual or department responsible for the proper retention and disposal of specific data categories.

4. Policy Principles

Compliance: [Your Company Name] will comply with all applicable laws, regulations, and industry standards regarding data retention.

Transparency: This Policy will be readily available and accessible to all Personnel.

Accountability: All Personnel are responsible for adhering to this Policy.

Data Minimization: [Your Company Name] will only collect and retain data that is necessary for legitimate business purposes.

Security: Data will be stored and protected in a manner consistent with [Your Company Name]'s security policies and procedures.

Consistency: Data retention practices will be applied consistently across the organization.

5. Data Retention Schedule

The following schedule outlines the retention periods for various categories of data. This is a sample schedule and must be adapted to your specific needs and legal obligations.

Data Category	Description	Retention Period	Legal/Regulatory Basis (Example)	Record Custodian (Example)	Disposal Method (Example)
Financial Records	General ledger, accounts payable, accounts receivable, invoices, etc.	[Number] years (e.g., 7 years)	IRS regulations, [Specific State Laws]	Finance Department	Secure shredding (physical), secure deletion (electronic)
Tax Records	Tax returns, supporting documentation	[Number] years (e.g., 7 years)	IRS regulations, [Specific State Laws]	Finance Department	Secure shredding (physical), secure deletion (electronic)
Human Resources Records	Employee files, performance reviews, payroll records, benefits records	[Number] years after termination (e.g., 7 years after termination)	[Specific Labor Laws], EEOC regulations	Human Resources Department	Secure shredding (physical), secure deletion (electronic)
Contracts	Agreements with customers, vendors, partners	[Number] years after expiration/termination (e.g., 7 years after termination)	[Specific Contract Laws]	Legal Department/Relevant Department	Secure shredding (physical), secure deletion (electronic)
Customer Data	Customer contact information, purchase history, support interactions	[Number] years after last activity (e.g., 2 years after last activity)	[Specific Privacy Laws, e.g., GDPR, CCPA]	Sales/Marketing Department	Secure deletion (electronic)
Marketing Materials	Advertising campaigns, brochures, website content	[Number] years (e.g., 2 years) OR until superseded/obsolete, whichever is sooner	Marketing Department	Secure deletion (electronic)
Email Correspondence	Business-related emails	[Number] years (e.g., 1-3 years), or as required for specific projects/matters	Varies by Department	Automatic deletion/Archiving
IT System Logs	Server logs, application logs, security logs	[Number] months (e.g., 6-12 months)	[Specific Security Regulations]	IT Department	Automatic deletion
Website Analytics Data	Website traffic, user behavior data	[Number] months (e.g., 12-24 months)	[Specific Privacy Laws]	Marketing/IT Department	Secure deletion (electronic)
Meeting Minutes	Records of decisions and discussions	[Number] years (e.g., 7 years), or permanently for Board meetings	Corporate Governance requirements	Secretary	Secure shredding (physical), secure deletion (electronic)
Research and Development Data	Research notes, experimental data, patents	[Number] years, or permanently for patented inventions	Intellectual Property Laws	R&D Department	Secure deletion (electronic)
Security Camera Footage	Surveillance recordings	[Number] days (e.g., 30-90 days), unless required for an investigation	[Specific Security Regulations]	Security Department	Automatic Overwrite
[Add Other Relevant Data Categories]	[Description]	[Retention Period]	[Legal/Regulatory Basis]	[Record Custodian]	[Disposal Method]

Important Considerations for the Schedule:

Legal and Regulatory Requirements: Thoroughly research and document the specific laws and regulations that dictate retention periods for different types of data in your industry and jurisdiction. This is the most critical factor.

Litigation Holds: The schedule must include a process for implementing legal holds (see Section 7).

Business Needs: Consider the operational value of the data to your organization. Some data may be useful for trend analysis, historical reporting, or product development.

Privacy Regulations: Be mindful of data minimization principles and retention limitations under privacy laws like GDPR and CCPA.

Regular Review: The Data Retention Schedule should be reviewed and updated at least annually, or more frequently if there are changes in legal requirements or business needs.

6. Data Storage and Security

All data must be stored securely, in accordance with [Your Company Name]'s Information Security Policy.

Access to data should be restricted to authorized personnel only, based on the principle of least privilege.

Data should be backed up regularly to prevent data loss. Backup procedures should be documented and tested.

Data stored on portable devices (laptops, mobile devices, USB drives) must be encrypted.

When data is transferred electronically, it must be protected using appropriate encryption methods.

[Your Company Name] will implement appropriate security measures to protect data from unauthorized access, use, disclosure, alteration, or destruction. These measures may include, but are not limited to:

Firewalls

Intrusion detection systems

Antivirus software

Access controls

Data encryption

Physical security measures

7. Legal Holds

If [Your Company Name] receives notice of a pending or anticipated legal action, investigation, or audit, a "legal hold" will be placed on all relevant data.

The legal hold suspends the routine destruction of data that may be relevant to the matter.

The Legal Department is responsible for issuing and managing legal holds.

All Personnel must comply with legal hold instructions. Failure to do so may result in legal and disciplinary consequences.

Once the legal hold is lifted by the Legal Department, the data retention schedule will resume.

8. Data Disposal

Data must be disposed of securely and in a manner that prevents unauthorized access or recovery.

Acceptable methods of data disposal include:

Physical Records: Secure shredding, incineration.

Electronic Media: Secure deletion (overwriting, degaussing), physical destruction.

Cloud Storage: Following the cloud provider's secure deletion procedures, verifying that the data is unrecoverable.

A record of data disposal should be maintained, including the date of disposal, the type of data disposed of, and the method of disposal.

[Your Company Name] will use reputable vendors for data destruction services and will ensure that these vendors have appropriate security certifications (e.g., NAID AAA Certification for physical shredding).

9. Responsibilities

Executive Management: Responsible for approving and supporting the Data Retention Policy.

Legal Department: Responsible for providing legal guidance on data retention requirements, issuing legal holds, and ensuring compliance with applicable laws and regulations.

IT Department: Responsible for implementing and maintaining the technical infrastructure to support data retention and disposal, including backup systems, security measures, and data deletion tools.

Data Protection Officer (if applicable): Responsible for overseeing data protection compliance and providing guidance on privacy-related aspects of data retention.

Record Custodians: Responsible for the proper retention and disposal of data within their respective departments, in accordance with this Policy.

All Personnel: Responsible for understanding and complying with this Policy.

10. Policy Enforcement

Compliance with this Policy is mandatory.

Violations of this Policy may result in disciplinary action, up to and including termination of employment or contract.

[Your Company Name] will conduct regular audits to ensure compliance with this Policy.

11. Policy Review and Updates

This Policy will be reviewed and updated at least annually, or more frequently as needed to reflect changes in legal requirements, business needs, or technology.

The [Designated Department/Role, e.g., Legal Department] is responsible for reviewing and updating this Policy.

Updates to the Policy will be communicated to all Personnel.

12. Exceptions

Any exceptions to this Policy must be approved in writing by the [Designated Authority, e.g., Legal Department] and documented.

13. Contact Information

Questions or concerns about this Policy should be directed to [Contact Person/Department, e.g., Legal Department, Data Protection Officer].

Appendix (Optional):

Data Retention Schedule (Detailed Version): A more detailed version of the schedule, specifying the exact location and format of data, and any specific disposal instructions.

Data Retention Workflow: A flowchart illustrating the data retention process.

Approval:

____________________________
[Name of Approving Authority]
[Title]
[Date]

Important Considerations for Implementation:

Data Inventory: Conduct a thorough data inventory to identify all types of data your organization creates, receives, and stores.

Employee Training: Provide training to all Personnel on the Data Retention Policy and their responsibilities.

Implementation Plan: Develop a detailed implementation plan that outlines the steps necessary to implement the Policy, including timelines and responsibilities.

Technology Solutions: Evaluate and implement technology solutions to support data retention and disposal, such as archiving software, data loss prevention (DLP) tools, and secure deletion utilities.

Ongoing Monitoring: Continuously monitor data retention practices to ensure compliance and identify areas for improvement.

Disclaimer: This Data Retention Policy template is for informational purposes only and does not constitute legal advice. You should consult with legal counsel to ensure that your Data Retention Policy complies with all applicable laws and regulations. This template should be customized to fit your organization's specific needs.

19:13

Analysis

This comparison demonstrates the different approaches each AI model takes when responding to the same prompt. Here are the key differences observed:

Response Characteristics

ChatGPT: Provides a direct response with 40 sentences.

DeepSeek: Provides a direct response with 110 sentences.

Gemini: Provides a detailed response with 124 sentences.

Key Takeaways

Each model brings unique strengths to this type of query
Response styles vary significantly between models
Consider your specific use case when choosing between these models

Try This Comparison Yourself

Want to test these models with your own prompts? Visit SNEOS.com to compare AI responses side-by-side in real-time.

This comparison was generated using the SNEOS AI Comparison ToolPublished: October 01, 2025 | Models: ChatGPT, DeepSeek, Gemini