Data Retention Policy

1. Purpose

This Policy explains how long ProMediate (UK) Limited retains information and how information is securely destroyed.

2. ADR Files

ADR case files will normally be retained for six months following completion of the ADR process.

Thereafter they will be securely deleted or destroyed.

3. Statistical Information

Following deletion of the case file, ProMediate may retain limited statistical information required for regulatory purposes including:

• case reference;
• consumer name;
• trader;
• type of dispute;
• dates;
• outcome;
• compliance information; and
• duration.

This information enables:

• regulatory reporting;
• quality assurance;
• management information;
• annual statistics; and
• audit requirements.

4. Financial Records

Invoices and accounting records will normally be retained for six years in accordance with legal and taxation requirements.

5. Complaints

Complaints about ProMediate will normally be retained for six years.

6. Training Records

Mediator training records, assessments and certificates will normally be retained for six years.

7. Recruitment Records

Recruitment records will normally be retained for twelve months unless a longer period is required by law.

8. Website Enquiries

General enquiries that do not progress into work will normally be deleted after twelve months.

9. Secure Disposal

Electronic records are securely deleted.

Paper records are confidentially shredded or otherwise securely destroyed.

10. Legal Proceedings

Where litigation, regulatory investigation or legal obligations require, information may be retained beyond the normal retention period until the matter has concluded.

11. Responsibility

The Directors of ProMediate are responsible for ensuring compliance with this Policy.

12. Review

This Policy will be reviewed annually.

This policy should be read together with:

• Privacy Policy
• Cookie Policy
• ADR Scheme Rules
• Complaints Policy
• Information Security Policy

Contact

If you have a question about how long we keep your information, or you would like to request deletion, please contact us.

Version History

This policy is reviewed at least annually.