1. Purpose

This policy defines how QUAGA GLOBAL LIMITED retains and securely disposes of data generated through its digital platform and business operations, ensuring compliance with NDPR, tenancy laws, and financial regulations.

2. Scope

Applies to all data held by the Company, including:

Tenant and landlord records
Payment and transaction history
Contracts and tenancy agreements
Customer communications and support logs
Employee records
System logs and digital usage data

3. General Retention Principles

We use cookies to:

Data will only be retained for as long as necessary for business, legal, or regulatory purposes.
Retention schedules will balance business needs with privacy rights.
Data no longer required will be securely deleted or anonymized.

4. Retention Periods

1. Tenant/Landlord Data:

Active tenancy: retained throughout tenancy period
Post-tenancy: retained for 5 years for legal, tax, and dispute purposes

2. Financial Records:

Rent payments, invoices, tax filings: retained for 7 years

3 Contracts & Legal Agreements:

Tenancy agreements and disputes: retained for 7 years after expiration

4. Employee Records:

During employment and 6 years post-employment (longer for pension/benefit obligations)

5. IT & System Logs:

Security logs: retained for 2 years
Access and usage logs: retained for 12-24 months depending on relevance

6. Marketing Data:

Retained only while consent is valid, or deleted upon withdrawal of consent

5. Data Disposal Methods

a. Electronic Data:

Secure deletion using data-wiping software
Cryptographic erasure of cloud storage
Physical destruction of old servers/hard drives

b. Paper Records:

Shredding or incineration in controlled environments

6. Roles & Responsibilities

Data Protection Officer (DPO): oversees compliance and enforcement
IT Department: ensures secure digital storage and deletion
HR & Finance: enforce retention schedules for employee and financial data
All Staff: must comply with disposal procedures

7. Policy Review

Retention schedules are reviewed every 2 years or when required by legal changes.