The Data Protection Act 2018 requires us to have in place a data retention policy that clearly defines how long we will hold personal data, together with the reasoning behind the decision to hold that data. Click here for a full downloadable copy of PPL's Data Retention Policy.

Save for exceptional circumstances, which must be raised with, and approved by the Managing Director of PPL, all personal data must be retained in accordance with this policy. Often, in respect of certain types of information, we are under a legal obligation to retain the information for a minimum period of time. Where this is the case, the minimum time we have stipulated is the same as the time required under law.  Furthermore, there are occasions where it is appropriate for us to retain personal data for longer than the period prescribed in law (for example, where there may be a court case in process or expected where the data will form part of the evidence in the case). In such circumstances the requirements of the court case will override the policies outlined.

PPL Group is committed to enforcing this policy as it applies to all forms of data. If you feel that you or someone else may have violated this policy, you should report the incident immediately to the Managing Director - contact details included in the downloadable policy.

Where there is a requirement for the company to retain information for longer periods of time consideration must be given to whether any personal data within it should be ‘anonymised’ such that the data subject can no longer be identified but the contents and context of the document still reviewed and understood. Where, in the tables included in the downloadable policy, the data is identified as being capable of being anonymised, anonymisation should take place as soon as reasonably possible once the need for the personal data has expired.

Click here for a full downloadable copy of PPL's Data Retention Policy.