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Data Retention Policy

This Policy is effective as of 27/05/19.

This Policy is due for review on 27/05/20.

1.              Introduction

We are Kai Ai Ltd and this is our Data Retention Policy.

If you have any comments on this Policy, please contact us by visiting

2.              Definitions and key terms


Electronic Data

All files stored in authorised locations on the network.



All employees, staff and volunteers.


This Acceptable Use Policy.


We, us and our

Kai Ai Ltd

3.              Who we are

The Services are operated by Kai Ai Ltd, a UK Limited company registered in England.

Some important details about us:

Our business address is: 10 Waltham Gardens, Banbury, Oxfordshire OX16 4FD

Our registered address is: 10 Waltham Gardens, Banbury, Oxfordshire OX16 4FD

Our company number is: 11648282

4.              Scope

This policy applies to all employees who use the corporate computer network to create, edit, or maintain corporate electronic data.

This data retention policy applies to all computer systems except the corporate electronic mail system. 

5.              Policy

The following rules define our policy regarding the retention, storage and archiving of corporate electronic data:

Authorised locations on the network include, but are not limited to, folders mapped to My Documents for authorised individual users, department-level folders accessed by multiple users, and resources such as the corporate intranet that may be accessed by all of our users.

By default, the IT Department will maintain electronic data for a period of sixty (60) days.  This rule notifies users that the IT Department backups up corporate data on a rolling, 60-day schedule.  The purpose of the backups is to provide operational recovery of electronic data that has been corrupted or accidentally deleted or changed within a 60-day window.

Long-term archiving of data is provided only upon request by the Line of Business and approval by the IT Department.  The IT Department will retain corporate electronic data for longer than 60 days only when the owners of the business data submit a written request for a different backup and retention schedule.  Enhanced data retention schedules will be reserved for mission-critical systems and systems for which the data retention schedule is dictated by requirements in local, state, federal, or international laws.

6.              Clarification

Requests to make exceptions to this policy must be submitted in writing to the IT Department.

7.              Non-compliance

Violating this Policy is a serious matter that can lead to disciplinary action up to and including dismissal.