Data Retention & Deletion Policy

1. Introduction

This Data Retention & Deletion Policy explains how QuantIQ (“we”, “our”, “us”) stores, retains, archives, and deletes personal information and project‑related data. This policy works alongside our Privacy Policy and GDPR Compliance Statement to ensure responsible data management.

2. Purpose of Data Retention

We retain data only for as long as necessary to:

• Provide professional quantity surveying services
• Maintain accurate business and financial records
• Meet legal, regulatory, and contractual obligations
• Resolve disputes or enforce agreements
• Support ongoing or future project work

3. Types of Data We Retain

We may retain the following categories of data:

3.1 Client & Contact Information

• Names, email addresses, phone numbers
• Company details and billing information
• Communication history

3.2 Project Information

• Drawings, plans, and specifications
• Cost estimates, reports, and deliverables
• Site notes, measurements, and assessments
• Supporting documents provided by clients or contractors

3.3 Technical & Usage Data

• Website analytics and logs
• Client portal activity
• Security and access logs

3.4 Financial Records

• Invoices and payment records
• Quotes and proposals
• Accounting documentation

4. Retention Periods

Retention periods vary depending on the type of data and legal requirements. Typical retention periods include:

4.1 Client & Project Data

Retained for 7 years from the completion of the project or final communication, unless otherwise required by law or contract.

4.2 Financial & Accounting Records

Retained for 7 years to comply with New Zealand tax and financial regulations.

4.3 Client Portal Data

Retained for the duration of the client relationship and archived after project completion. Inactive accounts may be deleted after 24 months of inactivity.

4.4 Website Analytics & Logs

Retained for 12–24 months depending on system requirements.

4.5 Backups

Backups may contain archived data and are retained for up to 12 months before being overwritten.

5. Data Storage & Security

We store data using secure, industry‑standard systems and take reasonable steps to protect it from unauthorised access, loss, or misuse. Measures may include:

• Encrypted storage and secure servers
• Access controls and authentication
• Regular software updates and security patches
• Secure client portal for file sharing
• Routine backups and redundancy

6. Data Deletion & Destruction

When data is no longer required, we take reasonable steps to securely delete or anonymise it. This may include:

• Secure digital deletion
• Removal from active systems and archives
• Overwriting or destruction of backup data during normal cycles
• Permanent deletion of client portal accounts upon request

7. Client Requests for Data Deletion

Clients may request deletion of their personal data at any time, subject to:

• Legal retention requirements
• Financial record‑keeping obligations
• Contractual commitments
• Ongoing project needs

To request deletion, please contact us via our Contact Page.

8. Exceptions to Deletion

We may retain certain data where required by law or where deletion would:

• Compromise financial or tax compliance
• Impact ongoing or future project work
• Conflict with contractual obligations
• Be technically infeasible within backup systems

9. Third‑Party Data Processors

Some data may be stored or processed by trusted third‑party providers (e.g., hosting, email, analytics). These providers are required to maintain appropriate security and retention practices.

10. Changes to This Policy

We may update this Data Retention & Deletion Policy from time to time to reflect changes in our practices, technology, or legal requirements. The latest version will always be available on this page.

11. Contact Us

If you have questions about this Data Retention & Deletion Policy, please contact us via our Contact Page.