Privacy Policy

DWG Plans Sussex Ltd

Data Retention & Disposal Policy (UK GDPR)

Document Version: 1.0
Effective Date: 01/01/2026
Next Review Date: 01/01/2027
Approved By: DWG Plans Management

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1. Purpose

DWG Plans Sussex Ltd is committed to protecting personal data and handling information responsibly.
This Data Retention & Disposal Policy sets out how long DWG Plans Sussex Ltd retains personal data and business records, and how such data is securely disposed of in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Contractual and professional obligations

This policy supports the UK GDPR principles of data minimisation, storage limitation, and integrity and confidentiality.

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2. Scope

This policy applies to all records created, processed, or stored by DWG Plans, including:

• Client and project records
• Architectural drawings and models
• Personal data of clients, contractors, and suppliers
• Financial, legal, and administrative records
• Digital and physical records

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3. Lawful Basis for Processing

DWG Plans Sussex Ltd processes personal data under one or more of the following lawful bases:

• Contractual necessity – to deliver architectural design services
• Legal obligation – tax, regulatory, or insurance requirements
• Legitimate interests – business operations, quality assurance, and dispute resolution
• Where consent is relied upon, it may be withdrawn at any time.

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4. Retention Periods

4.1 Client & Project Records

Record Type	Examples	Retention Period
Project drawings & models	DWG, BIM, PDFs	7 years after project completion
Design specifications & calculations	Technical documents	7 years after project completion
Client correspondence	Emails, approvals, instructions	7 years after project completion
Contracts & agreements	Service contracts, NDAs	7 years after contract termination

Retention aligns with UK limitation periods for contractual claims.

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4.2 Personal Data

Data Category	Retention Period
Client contact details	Duration of project + 7 years
Contractor & consultant details	7 years after last engagement
Marketing contacts	Until consent withdrawn or 2 years of inactivity

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4.3 Financial & Tax Records

Record Type	Retention Period
Invoices & payment records	7 years
Tax returns & VAT records	6–7 years (HMRC requirements)
Expense records	7 years

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4.4 Legal & Compliance Records

Record Type	Retention Period
Insurance policies & certificates	7 years after expiry
Disputes, complaints, litigation	7 years after resolution
Planning approvals & permits	7 years after project completion

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4.5 Administrative Records

Record Type	Retention Period
Internal policies	Until superseded + 3 years
Staff training records	5 years
IT system logs	1–3 years unless required for investigation

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5. Storage & Security

DWG Plans Sussex Ltd ensures that personal data is:

• Stored securely on access-controlled systems
• Protected by passwords, encryption, and regular backups
• Accessible only to authorised personnel

Physical records are stored in locked cabinets or secure premises.

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6. Data Subject Rights

Under UK GDPR, individuals have the right to:

• Access their personal data
• Request correction or deletion
• Restrict or object to processing
• Data portability (where applicable)

Requests must be submitted in writing and will be responded to within one month.

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7. Data Disposal & Destruction

When retention periods expire:

• Digital records are permanently deleted or securely overwritten
• Physical records are shredded or securely destroyed

Records subject to legal hold, investigation, or dispute will not be destroyed until the hold is lifted.

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8. Data Breaches

Any actual or suspected data breach must be reported immediately to DWG Plans management.
Where required, breaches will be reported to the Information Commissioner’s Office (ICO) within 72 hours.

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9. Policy Review

This policy will be reviewed:

• Every two years, or
• Following legal, regulatory, or operational changes

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10. Contact Details

Data Controller: DWG Plans Sussex Ltd
Email: info@dwgplanssussex.co.uk
Telephone: 01273 729 833