Policy draft
Data Retention Schedule
Draft for qualified California counsel review — not yet effective.
These drafts were prepared from the behaviour of this system and from public California sources. They are not legal advice, they have not been reviewed by a lawyer, and they cannot be made effective until a qualified reviewer approves them.
This wording governs nothing today. You are not being asked to agree to it, and no part of the service relies on it. Anything shown in square brackets is a business fact that has not been supplied yet.
Purpose
This schedule says how long each kind of record is kept and why. No period below is active until this schedule is approved; until then, nothing is deleted automatically.
Requests, assignments and reports
Kept while the matter is open and then for the period the reviewer sets, because they evidence work performed and may be needed in a proceeding.
Location records for an assignment
Kept with the assignment they belong to, and no longer, because their only purpose is to evidence presence during that assignment.
Messages between a client and Dispatch, and between a server and Dispatch
Kept with the assignment, because they evidence instructions and authorisations.
Payment records
Kept for the period required for tax and accounting once payments are switched on.
Policy acceptances and agreements
Kept for as long as the relationship lasts and then for the limitation period, because they evidence what a person agreed to and when.
Audit records
Append-only and never edited. Kept for the period the reviewer sets.
Account records for process servers
Kept while the account is active and then for the period the reviewer sets.
Legal holds
A legal hold suspends deletion for the records it names. Deletion resumes only after the hold is released, and the hold and its release are both recorded.
Deletion requests
A deletion request is honoured except where a record must be kept by law or is under a hold. We say which exception applied.
Open questions for the reviewer
How long after a matter closes should assignment evidence be kept in California?
Should location records follow the assignment period or a shorter one?
What limitation period should drive the acceptance records?
Reviewer to set: [not yet supplied: legal entity name] contact for holds is [not yet supplied: legal notice contact].
Public sources used for this draft
Business facts still outstanding
Across the whole draft set, these facts must be supplied and verified before any reviewer can approve the wording: billing contact, governing law, legal entity name, legal notice contact, merchant descriptor, merchant legal label, privacy contact, public business address, support contact, venue.
Draft for qualified California counsel review — not yet effective.