GDPR - Manage your business data retention period

Solution Properties

Solution ID:

222001000101219

Last Modified Date:

Tue Dec 12 11:17:54 UTC 2023

Taxonomy Path:

Case category//How do I...//setting up

Author:

[email protected]

GDPR - Manage your business data retention period

Description

Your retention period is the length of time you store customer and supplier data (or records) for business or compliance purposes. When the retention period ends, you must remove the data. This reduces the risk of keeping unnecessary, inaccurate, or out of date information.

The General Data Protection Regulation (GDPR) doesn’t set out any specific minimum or maximum periods for keeping customer and supplier data. Instead, it says you must keep data no longer than is necessary for the purpose you obtained it for.

Cause

Resolution

Enter your business data retention period settings

From Settings, select Business Settings, then Accounting Dates & VAT.
Under Business Data Retention Period, complete the following information:

End of Tax Year	Select the relevant month that your current tax year ends on.
Retention Period	Select the number of years you want to retain customer and supplier personal data for.
Reason	Enter any notes applicable to your retention period. For example, Required for VAT records.

Select Save.
To show (or hide) your retention settings history, select Show History.

TIP: Within the Options tab of a customer or supplier record, you can view and edit the GDPR settings for the specific individual. Read more on managing personal data for GDPR for contact records.

NOTE: We will never automatically remove a contact’s data. Once the retention period ends, you must manually remove your contacts’ personal data.