Data Retention Schedule
This schedule outlines the periods for which personal data is retained by Digital 3000 to ensure compliance with legal obligations and operational requirements.
Document Owner: Digital 3000 Ltd
Last Updated: 17 June 2026
1. Purpose
This Data Retention Schedule explains how long Digital 3000 Ltd retains personal information and business records.
The purpose of this Schedule is to:
- Meet legal and regulatory obligations
- Support business operations
- Protect client interests
- Maintain appropriate records
- Ensure personal information is not retained longer than necessary
This Schedule applies to all personal information processed by Digital 3000 Ltd.
2. Retention Principles
Digital 3000 will retain information only for as long as necessary to:
- Deliver services
- Comply with legal obligations
- Meet contractual requirements
- Resolve disputes
- Defend legal claims
- Maintain business records
When information is no longer required, it will be securely deleted, destroyed or anonymised.
3. Retention Schedule
Website Enquiries
Retention Period: 24 Months
Reason: Customer service and business development
Contact Form Submissions
Retention Period: 24 Months
Reason: Customer service and business development
Founder System Audit™ Submissions
Retention Period: 36 Months
Reason: Assessment history and follow-up services
Founder Freedom Score™ Assessments
Retention Period: 36 Months
Reason: Assessment history and follow-up services
Founder Review™ Requests
Retention Period: 24 Months
Reason: Service delivery and follow-up
Strategy Call Applications
Retention Period: 24 Months
Reason: Service delivery and follow-up
CRM Records (Go High Level and Related Systems)
Retention Period: Duration of relationship plus 24 months
Reason: Relationship management
Marketing Subscribers
Retention Period: Until consent withdrawn or 24 months of inactivity
Reason: Marketing communications
Founder Intelligence™ Newsletter Subscribers
Retention Period: Until consent withdrawn or 24 months of inactivity
Reason: Marketing communications
Client Contracts
Retention Period: 6 years after completion
Reason: Legal and contractual obligations
Client Project Files
Retention Period: 6 years after completion
Reason: Service records and legal protection
Consulting Reports and Recommendations
Retention Period: 6 years after completion
Reason: Service records and legal protection
Financial Records and Invoices
Retention Period: 7 years
Reason: HMRC requirements
Accounting Records
Retention Period: 7 years
Reason: HMRC requirements
Website Security Logs
Retention Period: 12 months
Reason: Security monitoring
Website Analytics Data
Retention Period: 14 months
Reason: Performance analysis
Support Enquiries
Retention Period: 24 months
Reason: Customer support
Legal Claims and Disputes
Retention Period: Until resolution plus 6 years
Reason: Legal protection
4. Storage and Security
During the retention period, information is protected through appropriate technical and organisational measures, including:
- Access controls
- Password protection
- Multi-factor authentication where appropriate
- Secure cloud storage
- Encryption where applicable
- Security monitoring
Access is restricted to authorised personnel and approved service providers.
5. Deletion and Disposal
At the end of the applicable retention period, information will be:
- Permanently deleted
- Securely destroyed
- Anonymised where appropriate
Electronic records will be securely removed from active systems where reasonably practicable.
Physical records will be securely shredded or destroyed.
6. Exceptions and Legal Holds
Information may be retained beyond the periods listed above where necessary for:
- Ongoing litigation
- Regulatory investigations
- Insurance claims
- Fraud investigations
- Legal obligations
- Contractual requirements
Where a legal hold is applied, information will be retained until the matter has been resolved.
7. Responsibilities
Data Protection Lead
Responsible for:
- Maintaining this Schedule
- Reviewing retention periods
- Managing deletion requests
- Monitoring compliance
Staff and Contractors
Responsible for:
- Following retention requirements
- Reporting retention concerns
- Managing information appropriately
8. Review
This Schedule will be reviewed annually or sooner where required by:
- Changes in legislation
- Business changes
- New services
- Regulatory guidance
9. Contact Information
Data Protection Lead
Digital 3000 Ltd
privacy@digital3000.co.uk
General Enquiries
info@digital3000.co.uk
Version: 1.0
Last Updated: 17 June 2026
Retention Schedule
The table below specifies retention periods for each category of data held by Digital 3000 Ltd.
| Record Type | Retention Period | Reason / Legal Basis |
|---|---|---|
| Employee Records | 7 years | Employment Act |
| Payroll Records | 7 years | HMRC requirement |
| Tax Records | 6 years | HMRC requirement |
| Client Contracts | 7 years after end | Limitation Act |
| Supplier Contracts | 7 years after end | Limitation Act |
| Financial Statements | 7 years | Companies Act 2006 |
| Board Meeting Minutes | Permanent | Companies Act 2006 |
| Marketing Communications | 2 years after last contact | GDPR / PECR |
| Website Analytics | 26 months | GDPR |
| Enquiry & Lead Data | 2 years from last interaction | GDPR legitimate interest |
| Client Project Files | 7 years after completion | Contractual obligations |
| Client Email Correspondence | 7 years | Legal reference |
| Internal Email Correspondence | 2 years | Business operations |
| Health & Safety Records | 40 years | RIDDOR / HSE |
| Employers Liability Insurance | 40 years after expiry | Employers Liability Act |
| CCTV Footage | 30 days | ICO guidance |
| Cookie Consent Records | 3 years | GDPR Article 7 |
| Data Breach Records | 5 years | GDPR Article 33 |