Effective Date: Aug 7, 2024
Version: 1.0
1.0 Purpose
The purpose of this policy is to define the requirements for retaining and securely disposing of company and customer data. This ensures ARKSOFT INC. meets legal and regulatory obligations while minimizing risk by not storing data beyond its necessary lifecycle.
2.0 Scope
This policy applies to all data, in both physical and electronic formats, that is created, received, or managed by ARKSOFT INC.
3.0 Data Retention Schedule
ARKSOFT INC. will retain data according to the following schedule. The retention period begins from the date the record is created or last modified.
| Data Category | Retention Period | Justification |
| Customer & User Data | Duration of active contract/service + 2 years | To provide ongoing service and support, and for post-termination analysis. Customer deletion requests will be honored as per privacy laws. |
| Corporate & Legal Records | Permanent | Essential for the existence and administration of the company (e.g., incorporation documents). |
| Financial & Tax Records | 7 years | Compliance with tax laws and financial audit requirements. |
| System & Security Logs | 180 days | For security analysis, troubleshooting, and incident investigation. |
| Project & Development Data | Duration of project + 3 years | To support maintenance and future development of software products. |
4.0 Data Disposal Procedures
Once the retention period has expired, data must be disposed of in a secure manner that prevents unauthorized recovery.
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Electronic Data: Electronic data will be disposed of using methods that ensure it cannot be practically recovered. This includes using cryptographic erasure, secure data wiping utilities that overwrite the data, or degaussing. For cloud-stored data, the cloud provider's certified data destruction methods will be used.
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Physical Media: Physical media (e.g., paper documents, hard drives) will be destroyed via cross-cut shredding, pulping, or physical destruction (e.g., drilling, crushing).
5.0 Roles and Responsibilities
The Founder of ARKSOFT INC. is responsible for ensuring that the retention and disposal procedures outlined in this policy are followed.
6.0 Policy Review
This policy will be reviewed at least annually to ensure it remains compliant with current laws and regulations.
Disclaimer
This policy provides a general framework. ARKSOFT INC. should consult with legal counsel to ensure that this policy fully meets all specific contractual and legal obligations for its jurisdiction and business type.
Data Retention and Disposal Policy
WDVA Information
Certification Number
WDVAARKS23
ARKSOFT INC