Policies & Guidelines > Data Retention & Deletion Policy

Data Retention & Deletion Policy

Effective Date: 1st September 2021

Last Updated: November, 2025

1. Purpose

This policy explains how Cimple Limited (“Cimple”, “we”, or “our”) retains, archives, and securely deletes personal data in compliance with the UK GDPR, the Data Protection Act 2018, and ISO/IEC 27001:2022 standards. Our objective is to ensure that personal data is only kept for as long as necessary for lawful, transparent, and specific business purposes.

2. Scope

This policy applies to all personal data processed by Cimple, including customer, supplier, user, and employee information collected through our platforms, websites, and business operations.

3. General Retention Principle

Cimple retains personal data only for as long as it is needed to:

• Deliver contracted services or fulfil business obligations;

• Meet legal, regulatory, and audit requirements; and

• Protect our rights and defend against legal claims.

Once the retention period has expired, data is securely erased or anonymised in line with ISO/IEC 27001 and ISO/IEC 27018 controls.

4. Standard Retention Periods

5. Secure Deletion

When data reaches the end of its retention period:

• Electronic data is permanently deleted or overwritten using industry-standard secure erasure methods.

• Physical records are shredded or destroyed beyond recovery.

• Cloud-stored data is deleted via the provider’s certified destruction process (e.g., AWS, Google Cloud).  Deletion actions are documented and reviewed as part of our Information Security Management System (ISMS).

6. Exceptions

Certain records may be kept longer when:

• Required by law, regulation, or court order;

• Needed to resolve disputes or enforce agreements; or

• An active investigation or audit is ongoing.
  In such cases, access is restricted until deletion is permissible.

7. Review and Updates

This policy is reviewed annually, or following significant organisational or regulatory change, to ensure accuracy and compliance. IIf you have any questions regarding this Processing Notice, please contact team@cimple.uk

Need help? Feel free to reach out to us if you have any questions.