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Data Retention Policy

Introduction

Polaris Training Solutions is committed to protecting your personal data in compliance with UK GDPR and the Data Protection Act 2018. This Data Retention Policy explains how long we retain personal data collected through our website and how it is securely managed and deleted. This policy applies to all personal data collected via our website, including data from website visitors, customers, and other users.

Principles of Data Retention

We adhere to the following principles:

  • Lawfulness, Fairness, and Transparency: Data is processed lawfully, fairly, and transparently.

  • Purpose Limitation: Data is retained only for specified and legitimate purposes.

  • Data Minimisation: We retain only the data necessary for those purposes.

  • Accuracy: Data is kept accurate and up to date.

  • Storage Limitation: Data is stored only as long as necessary.

  • Security: Data is stored securely to prevent unauthorised access.

How long do we keep your personal data?

We retain your personal data for as long as necessary to provide our services and for a reasonable period thereafter to meet contractual and legal obligations or manage complaints.

At the end of the retention period, your personal data will be securely deleted or anonymised, e.g. by combining with other data for statistical analysis in a non-identifiable way.

Retention periods are based on factors including:

  • Archiving, scientific, or statistical value;

  • Guidance from the Information Commissioner’s Office (ICO) or the National Archives;

  • Legal or regulatory requirements post-engagement.

We implement technical and organisational measures to protect personal data from unauthorised disclosure, use, alteration or destruction.

The purposes, lawful bases and retention periods

Contact Information

  • Purpose: Responding to enquiries submitted via our website, social media, or other means.

  • Legal basis: Legitimate interest

  • Likely data collected: Name, enquiry details

  • Retention: 3 years after last meaningful contact

Interested Parties

  • Purpose: Sending relevant updates or event info

  • Legal basis: Legitimate interest or consent (if used for advertising)

  • Likely data collected: Name

  • Retention: While active; otherwise, 3 years post-contact

  • Opt-out: You can email us or raise a support ticket to withdraw consent or object to processing

Membership Registrations and Database

  • Purpose: Registering and maintaining user records

  • Legal basis: Legitimate interest

  • Likely data collected: Name, contact details, relevant personal information

  • Retention: While you are a member and for 6 years after membership ends

Browsing Data

  • Cookies are used with your consent to enhance user experience.

  • See our Cookie Policy for more details.

Legal Basis for Retention

We retain data based on:

  • Consent: When explicitly provided

  • Contractual Obligations: To fulfil agreements

  • Legal Obligations: For compliance with regulatory requirements

  • Legitimate Interests: For internal operations or security

User Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold

  • Correct inaccurate or outdated data

  • Erase your data (“right to be forgotten”)

  • Object to certain types of processing

To exercise these rights, please email us or raise a support ticket.

Data Deletion and Disposal

Once the relevant retention period ends, or upon valid user request, we securely delete or anonymise your data to prevent re-identification.

Security Measures

Polaris Training Solutions implements industry-standard technical and organisational measures such as encryption, firewalls, and secure access protocols to keep your data protected.

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