Data Retention Policy

1. Business Information#

2. Purpose#

The purpose of this Policy is to:

• Explain how long information is retained.
• Support legal and contractual compliance.
• Protect personal information.
• Minimise unnecessary data retention.
• Support secure deletion and disposal practices.
• Promote transparency in our data handling practices.

3. Scope#

This Policy applies to information collected through:

• Our website.
• Contact forms.
• Quote request forms.
• Client onboarding.
• Project management.
• Customer support.
• Email communications.
• Contracts and Service Agreements.
• Billing and invoicing.
• Marketing communications.
• Website analytics.
• Cookie technologies.

4. Retention Principles#

Web of Wave seeks to retain information only for as long as reasonably necessary to:

• Provide requested services.
• Perform contractual obligations.
• Comply with applicable legal requirements.
• Resolve disputes.
• Protect legal rights.
• Maintain business records.
• Improve our services.

When information is no longer required for these purposes, we aim to securely delete, anonymise, or archive it as appropriate.

5. Factors Considered#

The retention period for a particular category of information may depend on:

• The nature of the information.
• The purpose for which it was collected.
• Applicable legal obligations.
• Contractual requirements.
• Ongoing disputes.
• Regulatory investigations.
• Technical requirements.
• Security considerations.

Retention periods may therefore vary depending on the circumstances.

6. Categories of Information#

Depending on your interaction with Web of Wave, we may retain:

• Contact information.
• Client account information.
• Project documentation.
• Quotations and proposals.
• Contracts and agreements.
• Invoices and payment records.
• Technical support communications.
• Website analytics.
• Cookie preferences.
• Marketing preferences.
• Security logs.
• Server logs.
• Backup copies.
• Email correspondence.

7. Indicative Retention Periods#

The following table provides general guidance regarding typical retention periods. Actual retention may vary where required by law or legitimate business needs.

The above periods are indicative and may be adjusted where legally required or reasonably necessary.

8. Backups#

For business continuity purposes, Web of Wave may maintain backup copies of certain systems and project data. Backups:

• May contain historical information.
• Are used primarily for disaster recovery.
• Are protected using reasonable security measures.
• May remain available for a limited period after live data has been deleted, until backup rotation or secure deletion occurs.

9. Archiving#

Certain business records may be archived rather than immediately deleted where:

• Required by law.
• Needed to resolve disputes.
• Necessary to enforce contractual rights.
• Required for financial record keeping.
• Needed for legitimate business continuity purposes.

Archived information is subject to appropriate access controls.

10. Data Minimisation#

Web of Wave seeks to avoid retaining unnecessary personal information. Where reasonably practicable, we review the information we hold and take steps to remove or anonymise information that is no longer required for the purposes for which it was collected.