Data retention & deletion

Current controls and policy choices, kept separate.

This template does not turn recommended periods into product behavior. The contracting parties must set legally reviewed periods, owners, exceptions and evidence-handling rules before execution.

Draft for pilot review. This owner-authored template is not legal advice, has not been represented as lawyer-approved, and must be reviewed and completed for the contracting entity and jurisdiction before execution.

Implemented

What exists today

• Workspace owners can delete supplier records from the console.
• A full workspace and linked records can be handled through a written, manual deletion request.
• Customer users have no update or delete permission for audit-log entries through the application data API.
• No configurable automated retention engine or per-category deletion schedule exists today.

Requires customer configuration

What must be agreed

Retention periods, legal holds, deletion verification, backup treatment, responsible contacts and any return/export step. Recommended defaults below are prompts for review, not implemented settings or legal conclusions.

Data in scope

Organisation and account records

Workspace name, account email, role and authentication/session records handled by the managed authentication service.

Suppliers and sites

Names, country, sector, workforce and recruitment context entered or imported by the customer.

Cases and evidence metadata

Case status, timelines, evidence titles/sources/references and investigation notes. The case layer does not copy worker narratives.

Remediation records

Actions, owners, due dates, completion state and verification notes.

Audit and risk activity

Material actions, actor details, timestamps, score changes and neutral descriptions without worker message content.

Confidential worker reports

Selected concerns, optional free text, language, time, linked workplace/site or supplier and optional image evidence.

Schedule template for legal review

Category	Recommended decision	Period
Accounts and organisation records	Define active-term retention and a post-termination period.	TO BE COMPLETED BEFORE EXECUTION
Suppliers and sites	Define retention for the engagement and required due-diligence recordkeeping.	TO BE COMPLETED BEFORE EXECUTION
Cases, evidence metadata and remediation	Align with investigation, claims and statutory recordkeeping needs.	TO BE COMPLETED BEFORE EXECUTION
Audit and activity records	Define a defensible integrity and accountability period.	TO BE COMPLETED BEFORE EXECUTION
Confidential worker reports and evidence	Use the shortest period that supports review, safeguarding and applicable duties; define restricted access and deletion handling.	TO BE COMPLETED BEFORE EXECUTION

Deletion procedure template

01Verify the authorised requester and scope.
02Identify records, dependencies, legal holds and return/export needs.
03Approve and document the deletion decision.
04Delete through available product controls or a documented manual process.
05Address copies and backups under the executed agreement.
06Record completion without preserving the deleted confidential content.