On The Fly POS Record Retention Policy
1. Purpose and Scope:
The purpose of this Record Retention Policy is to outline the guidelines for the retention and disposal of records related to customer data on the On The Fly POS. This policy applies to all employees, contractors, and third-party service providers who have access to customer data.
2. Customer Data:
Customer data includes but is not limited to personal information, purchase history, account details, and any other information collected during interactions on the On The Fly POS.
3. Record Retention Period:
All customer data will be retained for a period of four (4) years from the date of the last customer transaction or interaction with the On The Fly POS System.
4. Types of Records:
The following types of records are subject to the three-year retention period:
- Customer account information
- Transaction history
- Contact information
- Purchase records
- Communication history
5. Record Storage:
Customer data will be securely stored in a manner that ensures protection against unauthorized access, loss, or destruction. Access to customer data will be restricted to authorized personnel only.
6. Data Disposal:
At the end of the four-year retention period, customer data will be securely and permanently deleted from all systems and databases. This disposal process will be conducted in compliance with relevant data protection regulations.
Exceptions to the four-year retention period may be granted under the following circumstances:
- Legal or regulatory requirements necessitating a longer retention period.
- Pending or ongoing legal proceedings, investigations, or disputes.
In such cases, the retention period will be extended as required by the applicable laws or until the resolution of legal matters.
8. Data Security:
All customer data will be treated as confidential and will be subject to security measures to prevent unauthorized access, disclosure, alteration, or destruction.
9. Monitoring and Compliance:
The On The Fly POS system will regularly monitor and audit its record retention practices to ensure compliance with this policy. Any deviations from the policy will be promptly addressed.
10. Policy Review:
This Record Retention Policy will be reviewed annually and updated as necessary to reflect changes in business practices, legal requirements, or technology.
All employees and relevant stakeholders will receive training on this Record Retention Policy to ensure understanding and compliance.
12. Contact Information:
For questions or concerns regarding this policy, please contact the designated privacy officer or data protection officer.
This Record Retention Policy is effective as of [Jan 12 2021] and has been approved by [Manny Garcia], [CEO].four