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1. Statement and purpose of the policy

1. The purpose of this Policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that any records that are no longer needed are discarded at the proper time.
2. This Policy is also for the purpose of aiding employees of Digital Operations Group in understanding their obligations in retaining electronic documents – including e-mail, website articles, text, image, sound and video files.
3. This Policy represents Digital Operations Group’s policy regarding the retention and disposal of records and the retention and disposal of digital and printed files.
   
4. This Policy applies to all physical and digital records generated during Digital Operations Group’s operation, including both original documents and reproductions.
5. This is a statement of policy only and does not form part of the contract of employment.
6. Digital Operations Group will amend this policy as and when required.

2. Policy Administration

1. Senior staff have appointed a Policy Administrator to monitor compliance with this Policy.
2. Senior staff will review the record retention and disposal schedule annually, making modifications to the Record Retention Schedule from time to time to ensure compliance with legislation affecting record retention.
3. In compliance with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) all retained information is only used for the purpose for which it is stored.
4. Digital Operations Group will update this policy from time to time by publishing new versions.

3. Suspension of record disposal in the event of legal proceedings or for important historical records

1. On certain occasions information will need to be preserved beyond any limits set out in this Policy. The Policy will be suspended when relating to specific subscribers and the information retained beyond the period specified in Digital Operations Group’s Record Retention Schedule in the following circumstances:
   1. Legal proceedings or a regulatory or similar investigation or obligation to produce information are known to be likely, threatened or actual;
   2. A crime is suspected or detected;
   3. Information is relevant to a company in liquidation or receivership, where a debt is due to Digital Operations Group;
   4. Information is considered to be of potential historical importance and this has been confirmed by the Policy Administrator.
2. In the case of possible or actual legal proceedings, investigations or crimes occurring, the type of information that needs to be retained relates to any that will help or harm Digital Operations Group or the other side’s case or liability or amount involved.
3. If there is any doubt over whether legal proceedings, an investigation or a crime could occur, or what information is relevant or material in these circumstances, the Policy Administrator will seek legal advice.
4. The Policy Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

4. Security of personal information

1. Digital Operations Group takes reasonable technical and organisational precautions to prevent the loss, misuse or alteration of all personal information.
2. Digital Operations Group store all personal information on a password and firewall protected secure server.
3. Subscribers are responsible for keeping Usernames and Passwords used for accessing Digital Operations Group’s websites confidential; and Digital Operations Group will not ask for login details.

5. Contact us about this Policy

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Phone: 020 8528 3135