Data retention policy - GOV.UK

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1. Any personal data processed by the CMA, for example as part of a project or case, or for managing staff should only be kept for as long as there is a business need, otherwise it should be destroyed at the earliest opportunity. The CMA will make a proportionality assessment on a case-by-case basis, namely personal information that is interwoven throughout the record will remain part of the casework file to ensure the records are complete and an accurate account of the work conducted throughout the case. Personal data collated as a consultation, will be disposed of and only the responses kept for reference. “Data protection law requires that ‘Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed’.” ‘Personal data’ is any information relating to a living individual who can be identified, directly or indirectly from it, in particular by reference to a name, an identification number, location data, an online identifier or to factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.

   In Data retention

2. To comply with the administrative and legislative requirements described above, a retention period for the data based on one of the options listed below needs to be agreed with the Records Management Team and the Senior Departmental Records Officer (DRO). “The retention period is defined as the specified time following the last entry, financial year, case or project closure or the date the data is superseded, depending on the type of data and or its context.” The defined retention periods applied within the CMA are:

   In Data retention

3. To comply with the administrative and legislative requirements described above, a retention period for the data based on one of the options listed below needs to be agreed with the Records Management Team and the Senior Departmental Records Officer (DRO). “The retention period is defined as the specified time following the last entry, financial year, case or project closure or the date the data is superseded, depending on the type of data and or its context.” The defined retention periods applied within the CMA are:

   In Prospect data retention periods

4. To comply with the administrative and legislative requirements described above, a retention period for the data based on one of the options listed below needs to be agreed with the Records Management Team and the Senior Departmental Records Officer (DRO). “The retention period is defined as the specified time following the last entry, financial year, case or project closure or the date the data is superseded, depending on the type of data and or its context.” The defined retention periods applied within the CMA are:

   In Retention trigger rules