Chandar Logistics
Policies
TLP Data Retention Policy
The Logistics Partnership LLP (“The Company”) Data Retention Policy
1. Purpose
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This Policy aims to ensure that Company records and documents are adequately protected and maintained and that records no longer needed by The Company are deleted appropriately. It is also to help employees understand their obligations in retaining electronic documents - including e-mail, PDF documents, and Microsoft Office files.
The policy applies to all records, electronic and physical, generated by the Company and its employees
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2. Administration
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Attached as Appendix I is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of The Company and the retention and disposal of electronic documents. Ian Holford (the “Administrator”) is responsible for the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed. The Administrator is also authorised to amend this policy and it appendix to ensure compliance with prevailing legislation and changes to company systems architecture.
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3. Effect of legal proceedings or claims
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Information may need to be preserved beyond any limits set out in the Policy. The Policy may be suspended relating to specific data and this data retained beyond the period specified in this policy as follows:
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• Legal proceedings or a regulatory or similar investigation are in progress or believed to be likely.
• A crime is suspected or detected.
• Information is relevant to a company in liquidation or receivership, where a debt is due to The Company.
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In these cases the Administrator should be contacted for guidance. The Administrator will to promptly inform all relevant staff of any suspension in the further disposal of documents.
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4. Security of personal information (see data protection policy for further details)
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• The Company will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
• The Company will store all personal information on secure (password- and firewall-protected) servers.
• Candidates and clients will be responsible for keeping their Username and Password used for accessing the Company website confidential; The Company will not ask for password other than when needed to log in to our website.
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5. Reviews of information held by the Company
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Data held by the company will be reviewed annually in [January] of each year and data requiring deletion will be removed within one month of completion of the review.​​
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APPENDIX RECORD RETENTION SCHEDULE​
ACCOUNTING
CONTRACTS
CORPORATE RECORDS
CORRESPONDENCE AND INTERNAL MEMORANDA
Most correspondence and internal memoranda should be retained for the same period as the document to which they relate. Therefore a letter relating to a particular contract would be retained as long as the contract (7 years after expiration).
RETAINING PERSONAL INFORMATION
This Section sets out the data retention policies The Company, designed to help ensure compliance with legal obligations in relation to the retention and deletion of personal information.
Personal information that is processed by the Company for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
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Without prejudice to the above the Company will usually delete personal data falling within the categories set out below at the date/time set out below:
Notwithstanding the other provisions of this Section, The Company will retain documents (including electronic documents) containing personal data:
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(a) to the extent that The Company is required to do so by law;
(b) if The Company believes that the documents may be relevant to any ongoing or prospective legal proceedings;
(c) and in order to establish, exercise or defend The Company’s legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
Where a candidate requests deletion of his/her personal information elements of that information are held due to legal or contractual requirements, the Company will review each request on a case by case basis to ensure only information covered by those requirements is retained.
ELECTRONIC DOCUMENTS
The Company makes extensive use of databases in delivering work finding services to its candidates and the placement of suitable candidates to its clients. These databases offer extensive document and email management functionality that facilitate the tracking and management of personal information processed by the Company. Wherever possible electronic documents shored be stored within these databases.
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The general rule for all electronic documents is that they should be retained for the same period as the subject matter to which they relate. For example an email relating to a candidate, whose information is stored on a The Logistics Partnership LLP (“The Company”) Data Retention Policy Company database should normally retained for four years after the last meaningful contact with that candidate.
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Where information stored on a Company database is held elsewhere by an employee (for example candidates being shortlisted for a recruitment project), then this duplicate information should be deleted a year after completion of the relevant project.
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The Company does not automatically delete electronic files beyond the dates specified in this Policy. It is the responsibility of all employees to adhere to the guidelines specified in this policy.
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Documents may be maintained in both paper and electronic form and employees must ensure that both versions are deleted in line with this policy.