Data Retention Policy

Effective Date: July 2026
Last Reviewed: July 2026
Review Date: July 2027

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1. Purpose

This Data Retention Policy explains how Ascent Events Limited retains, manages and securely disposes of personal information and business records.

The purpose of this policy is to ensure compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legal and regulatory requirements.

We will only retain personal information for as long as necessary for the purpose for which it was collected or where required by law.

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2. Scope

This policy applies to all employees, directors, contractors, consultants and third parties acting on behalf of Ascent Events Limited.

It covers information held electronically and in paper format, including:

• Delegate registrations
• Exhibitor registrations
• Sponsor information
• Speaker information
• Customer enquiries
• Marketing databases
• Email correspondence
• Financial records
• Employee records
• Contracts
• Website enquiries
• Survey responses
• Paper documents

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3. Legal Basis

This policy has been prepared in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)
• HMRC Record Keeping Requirements

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4. General Retention Principles

Ascent Events Limited will:

• only collect information necessary for legitimate business purposes;
• retain information only for as long as necessary;
• securely destroy information when it is no longer required;
• review retained information regularly;
• ensure information remains accurate and up to date.

Where legal proceedings, investigations or regulatory enquiries are ongoing, information may be retained beyond the standard retention period.

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5. Security During Retention

Personal information will be protected by appropriate technical and organisational measures including:

• Password protected systems
• Restricted user access
• Secure cloud storage
• Antivirus and firewall protection
• Secure backup procedures
• Locked filing cabinets for paper records where applicable

Only authorised personnel will have access to personal information.

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6. Secure Disposal

When information reaches the end of its retention period it will be securely destroyed.

Electronic records will be permanently deleted from live systems.

Paper records containing personal information will be confidentially shredded.

Where external disposal companies are used they must provide secure destruction services.

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7. Data Retention Schedule

Event Records

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Marketing

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Website

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Customer Records

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Financial Records

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Employee Records

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Email

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8. Individual Rights

Individuals may request:

• access to their personal information;
• correction of inaccurate information;
• deletion of personal information where appropriate;
• restriction of processing;
• objection to processing;
• data portability where applicable.

Requests should be submitted to the Data Protection Lead.

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9. Policy Compliance

All employees are responsible for complying with this policy.

Failure to comply may result in disciplinary action and, where appropriate, legal action.

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10. Policy Review

This policy will be reviewed annually or sooner where changes in legislation or business practices require.

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Contact

For any questions regarding this policy or data protection matters, please contact:

Guy Whiffen
Data Protection Lead
Ascent Events Limited

Email: [email protected]

If you are dissatisfied with how your personal information has been handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).