Data Retention Schedule

  
        Record Type
        Stored
        Retention reason
        Retention Period
        Trigger Event
        Action
      
        Website and Marketing
      
        Website Contact Form Completions
        Squarespace/ Google Workspace
        Client management and legal obligations
        Adults: 7 years
        Contact date
        Manual deletion
      
        Marketing Subscriber
        Squarespace/ Google Workspace
        Receive Newsletter
        Until unsubscribed
        Unsubscribe date
        Manual deletion
      
        OR Until no longer engaged
        OR Quarterly subscriber review
      
        Website usage data
        Squarespace
        Improvement of products and services
        Indefinitely
        Collection date
        n/a
      
          Social media interactions and correspondence
        
          Meta
(Instagram and Facebook)
        
          Audience engagement and marketing insight
        
        As per Meta’s retention settings
        n/a
        n/a
      
        1 year: DMs reviewed annually
        Annual data review
        Manual deletion
      
          Images, video and audio used in marketing materials
        
          Google Workspace/ Meta
        
          Promotion of products and services (with explicit consent)
        
        Until consent is withdrawn
        Consent withdrawal date
        Manual deletion
      
        OR 7 years, whichever is sooner
        OR Annual data review
      
          Testimonials and case studies, including stories and quotes
        
          Google Workspace/ Typeform
        
          Promotion of products and services (with explicit consent)
        
        Until consent is withdrawn
        Consent withdrawal date
        Manual deletion
      
        OR 7 years, whichever is sooner
        OR Annual content review

  
    
        Record Type
        Stored
        Retention reason
        Retention Period
        Trigger Event
        Action
      


    
        Business Operations
      

        Client billing information
        Paperbell/ Thrivecart/ Google Workspace
        HMRC compliance
        7 years
        End of financial year
        Manual deletion
      

        Client consent and waiver records
        Google Workspace, OpenSign
        Legal obligations
        Adults: 7 years
        End of engagement
        Manual deletion
      

        Invoices, Receipts, Expenses, and Tax Records
        Google Workspace, QuickBooks, Stripe
        HMRC compliance
        Indefinitely
        End of financial year
        n/a
      

        Personal information, including date of birth and gender
        Paperbell/ Google Workspace/Asana
        Client engagement in products and services
        Adults: 7 years
        End of engagement
        Manual deletion
      

        Emergency contact details including names, phone numbers, email and/or postal addresses
        Paperbell/ Google Workspace
        Duty of care and legal obligations
        Adults: 7 years
        End of engagement
        Manual deletion
      

        Client correspondence including emails, Telegram, and WhatsApp
        Google Workspace/ Telegram
        Relationship Management and Service Improvement
        Adults: 7 years
        End of engagement
        Manual deletion
      

  

  
        Record Type
        Stored
        Retention reason
        Retention Period
        Trigger Event
        Action
      
        Business Operations continued
      
        Special category data, including medical history, health conditions, and current medications
        Google Workspace
        Duty of care and legal obligations
        Adults: 7 years
        End of engagement
        Manual deletion
      
        Client notes
        Google Workspace
        High-quality service provision and continuity of care
        Adults: 7 years
        End of engagement
        Manual deletion
      
        Images, video, and audio from group coaching and breathwork calls
        Thinkific
        High-quality service provision
        12 months
        Recording date
        Manual deletion
      
          Testimonials and case studies, including stories and quotes for marketing purposes
        
          Google Workspace/ Typeform
        
          Use of testimonials and case studies to promote products and services (with explicit consent)
        
        Until consent is withdrawn
        Consent withdrawal date
        Manual deletion
      
        OR 7 years, whichever is sooner
        OR Annual content review