Cookie Policy
Date of Last Update: December 1st 2024
Scope & Purpose
Welcome to the Fortium Technologies Limited Data Retention Policy
This Policy covers all personal data collected by Fortium that is stored on Fortium-owned or Fortium-leased storage systems and media, regardless of location. It applies to both data collected and held electronically and data that is collected and held as hard copy or paper files. It should be read in conjunction with our Privacy Notice.
Fortium endeavours to ensure that any data it obtains is only retained legitimately for the period necessary to fulfil the purpose for which it was collected and that the data is deleted fully when it is no longer required.
This policy sets out Fortium’s guiding principles on data retention.
Controller
Fortium is the controller of the data and is responsible for your personal data (collectively referred to as “Fortium “, “we”, “us” or “our” in this Data Retention Policy).
We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this Policy. If you have any questions about this Policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below.
Contact details
Our full details are:
Full name of legal entity: Fortium Technologies Limited
Postal address: Unit 6 Bridgend Business Centre, Bennett St, Bridgend, CF31 3SH, UK
Telephone number: UK: +44 330 053 9690, US: +1 310 987 4683
Name or title of DPO: Data Protection Officer / Email address: [email protected]
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO. Therefore, all issues should be addressed to us directly in the first instance.
Reasons for Data Retention
Fortium retains only the data that is necessary to effectively conduct its business activities, fulfill its operational obligations and comply with applicable laws and regulations.
Reasons for data retention include:
- Providing an ongoing service to the subject of the data.
- Compliance with applicable laws and regulations.
- Compliance with applicable labour, tax and immigration laws.
- Other regulatory requirements.
- Security incidents or investigations.
- Intellectual property preservation.
- Litigation.
Data Duplication
Fortium seeks to avoid duplication in data storage whenever possible, though there may be instances in which it is necessary for data to be held in more than one place.
Retention Requirements
HR
- Fortium will keep the personal data for the following persons while there is an ongoing legitimate reason to do so:
- Current Employees
- Former Employees
- Consultants
- Contractors
- Subcontractors
- Directors
- Board Members
Software
- Personal information collected during the registration processes for our software will be held for the lifetime of the user account.
- Logging data generated by our software which is reported to our main storage database will be held for 90 days after initial generation (Elasticsearch BV).
- Logging data generated by our software is stored in our backup storage database for 1 year. (AWS)
- Personal data associated with requests for support is kept within our support ticketing system while there is still a need to make references to it for FAQ purposes and issue analytics. (FreshDesk)
Recruitment
- All personal information obtained for the purposes of recruitment will be held until the advertised position has been filled.
- If the candidate is explicitly informed that we would like to consider them for a future role and has agreed to that request, we will keep it until it is no longer required.
Website
- Website visitor information is processed in accordance with the Fortium analytics provider’s default settings (Google Analytics).
- Personal data submitted via a website form submission is retained within Fortium’s CRM system (HubSpot).
Marketing
- Personal information submitted for the purposes of marketing will be kept until any instruction for changes to marketing preferences are received and applied.
- In the event that ‘Opt-Out’ has been selected, no personal information will be retained.
- Event participation data will be retained for the period of the event and for any follow-up activity purposes.
Financial
- Data associated with employee wages, tax, leave and pension shall be held for the period of employment and while there is a legitimate business reason to keep it.
Data Destruction
Ongoing legitimate business reasons to retain your personal data are, but not limited to, legal obligations, dispute resolution, agreement and contractual enforcement. After the legitimacy period has passed, we will either securely delete your data or anonymise it. If neither are possible, your data will be segregated until secure deletion can be performed.
After the stated retention periods, if you believe there exists a legitimate business reason for us to continue to keep your data you should notify us why the data should not be destroyed.
Effective Date, Amendments
This Policy is effective as of December 1st, 2024. We reserve the right to change this statement from time to time and at our sole discretion. We reserve the right to change, modify, add or remove portions of this statement at any time but will alert you that changes have been made by indicating on the statement the date it was last updated.