Data Retention Policy

Policy on the Storage and Destruction of Communications and Marketing Data

Introduction

The purpose of the retention and destruction policy is to outline GATE Institute’s approach to managing the storage and secure destruction of information related to our events and media campaigns in accordance with our business requirements and legal obligations.

Retention periods for information processed for communications and marketing purposes

	Reason for storage	Retention period	Action	Source of storage	Responsible person
Marketing research, press releases, media campaigns, information materials, image archives	Last action in the procedure	6 years	Review	Business necessity	Director of Business Development, Public Relations and Marketing
Events and briefings for staff, public engagement and media appearances	Last action in the procedure	3 years	Review	Business need	Director of Business Development, Public Relations and Marketing
List of event attendees	Last action in the procedure	400 days	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Registrations for webinars and other live events	Completed webinar/live event	12 months	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Recordings of webinars and other live events	Completed event	12 months	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Journalistic information	Request from a journalist for information relating to them to be deleted	Immediately upon receipt of the request	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Media communications	Creation	3 years	Review	Business need	Director of Business Development, Public Relations and Marketing
Contact information for the e-newsletter	Last action in the procedure (GATE Institute stops sending the newsletter)	6 months	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Analytical information related to the electronic newsletter	Last action in the procedure	2 years	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Prohibited list of email addresses of data subjects who have stated that they do not wish the GATE Institute to contact them by email	Completion of the list according to requests received	12 months	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing
Opinion surveys after events, training courses, etc.	Completion of the study	30 days	Destruction	Business necessity	Director of Business Development, Public Relations and Marketing

Last updated: 16 September 2024