Unless a legal or operational exception applies, the periods below start after the record is no longer actively used: no login, amendment, edit or related service activity.
1. Purpose
This policy applies to personal data processed by Smart Business Solutions and to data that SBS processes for customer organisations through SBS systems. It supports the storage-limitation principle: keep identifiable personal data only for a defined and justifiable period.
2. Standard retention schedule
| Record category | Standard period | Trigger |
|---|---|---|
| ATS applicant and candidate records | 12 months | Last meaningful application, login, amendment or edit. |
| Events attendee and entrant records | 12 months | Last event, login, amendment or edit. |
| Staff and administrator accounts | 3 years | Account closure or last login, amendment or edit. |
| Uploaded documents | 12 months | Last meaningful activity on the associated record or account. |
| Website enquiries and direct business correspondence | 12 months | Last meaningful contact, unless a business relationship continues. |
| Security and administration records | Up to 3 years | Creation or last relevant security/admin activity. |
3. Exceptions
We may retain information beyond a standard period where it is necessary to comply with a legal obligation, manage an actual or anticipated claim, complete an investigation, protect system security, or meet a customer organisation’s documented instruction. Any extension should be limited to what is necessary and reviewed.
4. Review, deletion and anonymisation
At the end of the relevant period, records should be deleted or irreversibly anonymised unless an exception applies. Deletion from live systems may not remove data immediately from disaster-recovery backups; retained backup copies are protected and removed or overwritten under the relevant backup cycle.
5. Customer organisation data
Where an organisation is the controller, it remains responsible for setting instructions that reflect its legal, regulatory and safeguarding obligations. SBS will support deletion, export or retention actions within the capabilities of the relevant system and the applicable agreement.
6. Requests and contact
To ask about retention or deletion of an SBS-managed account, email info@smart.businesssolutions.com. See our Account Deletion page for request instructions.