UK GDPR and Data Retention Policy

The Happy Ai

Purpose

The purpose of this policy is to outline The Happy Ai's approach to managing and retaining personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 regarding data retention practices.

Scope

This policy applies to all departments and individuals responsible for data retention at The Happy Ai and covers all types of data. It also applies to all geographic areas where The Happy Ai operates.

Data Retention Principles

Lawful Basis for Retention:
The Happy Ai will only retain personal data if there is a lawful basis for doing so, in accordance with the UK GDPR and the Data Protection Act 2018.

Data Minimization:
The Happy Ai will only retain the minimum amount of personal data necessary to achieve the purpose for which it was collected.

Data Accuracy:
The Happy Ai will take reasonable steps to ensure that personal data is accurate and up-to-date.

Retention Periods

Purpose Fulfillment:
The Happy Ai will retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal requirements and business needs.

Regular Review:
The Happy Ai will review and update its retention periods on a regular basis to ensure compliance with the UK GDPR, the Data Protection Act 2018, and other applicable laws and regulations.

Data Disposal

Secure Disposal:
The Happy Ai will securely dispose of personal data once the retention period expires, through data deletion, anonymization, or archival processes.

Compliance:
The Happy Ai will ensure that all personal data is disposed of in a manner that is compliant with the UK GDPR, the Data Protection Act 2018, and other applicable laws and regulations.

Data Subject Rights

Recognition of Rights:
The Happy Ai recognizes the rights of data subjects under the UK GDPR and the Data Protection Act 2018, including the right to access, rectify, and erase their personal data.

Timely Response:
The Happy Ai will respond to data subject requests in a timely and appropriate manner within the context of data retention.

Data Security Measures

Appropriate Measures:
The Happy Ai will implement appropriate technical and organizational security measures to protect retained data from unauthorized access, loss, or misuse.

Regular Monitoring:
The Happy Ai will monitor and review its data security measures regularly and update them as necessary to ensure ongoing compliance and effectiveness.

Compliance and Governance

Monitoring Compliance:
The Happy Ai will establish mechanisms for monitoring and ensuring compliance with this policy.

Assignment of Responsibilities:
The Happy Ai will assign responsibilities for data retention and disposal, including the appointment of a Data Protection Officer (DPO) where required by the UK GDPR and the Data Protection Act 2018.

Regular Audits:
The Happy Ai will conduct regular audits or reviews of its data retention practices to ensure compliance with the UK GDPR, the Data Protection Act 2018, and other applicable laws and regulations.