{"id":1883,"date":"2026-05-26T14:20:18","date_gmt":"2026-05-26T11:20:18","guid":{"rendered":"https:\/\/divaplus.org\/data-retention-policy\/"},"modified":"2026-05-26T14:28:13","modified_gmt":"2026-05-26T11:28:13","slug":"data-retention-policy","status":"publish","type":"page","link":"https:\/\/divaplus.org\/en\/data-retention-policy\/","title":{"rendered":"DATA RETENTION POLICY"},"content":{"rendered":"\n<p class=\"wp-block-wd-paragraph wd-16ee7c8a\">DIVA PLUS EOOD \u2013 UIC 175013870 Sofia, Bakston District, Bl. 19, Entr. A, Apt. 6, Bulgaria | <a href=\"https:\/\/divaplus.org\/en\/\">https:\/\/divaplus.org\/<\/a><\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-6853c310\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-042be6b1\">1. Purpose, Scope and Users<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-34711d2b\">This Policy defines the required retention periods for certain categories of personal data and sets the minimum standards to be applied when destroying certain information at DIVA PLUS EOOD (hereinafter the &#8220;Company&#8221;).<\/p>\n\n<p class=\"wp-block-wd-paragraph wd-b94fcca9\">The Policy applies to all business units, processes and systems in all countries where the Company operates, and to all relationships with third parties. It applies to all directors, employees, agents, contractors, consultants and service providers who may collect, process or access data, including personal data and sensitive personal data. All of the above are responsible for familiarising themselves with this Policy and ensuring its adequate compliance.  <\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-44bfca87\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-1fdbdd09\">2. Scope of Information<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-9850043e\">The rules of this Policy apply to all information used within the Company, including:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>emails and paper documents;<\/li>\n\n\n\n<li>electronic documents;<\/li>\n\n\n\n<li>video or audio materials;<\/li>\n\n\n\n<li>data generated by physical access control systems.<\/li>\n<\/ul>\n\n<p class=\"wp-block-wd-paragraph wd-5c51606b\">Reference documents: Regulation (EU) 2016\/679 (GDPR), applicable national legislation, the Data Protection Policy and the Retention Rules of DIVA PLUS EOOD.<\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-5b498da8\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-7d14f5be\">3. Retention Periods<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-489b8822\">Where a category of documents is not specifically identified in this Policy or in the Data Retention Schedule, and is not otherwise governed by applicable law, the required retention period for such a document shall be deemed to be 10 years from the date of the document&#8217;s last update.<\/p>\n\n<p class=\"wp-block-wd-paragraph wd-6f8c63a4\">The Data Controller determines retention periods for documents and electronic records through the General Retention Schedule. Retention periods may be extended in the case of: <\/p>\n\n<ul class=\"wp-block-list\">\n<li>ongoing investigations by Member State authorities;<\/li>\n\n\n\n<li>the need to demonstrate compliance with legal requirements;<\/li>\n\n\n\n<li>the exercise of legal rights in court proceedings or similar processes.<\/li>\n<\/ul>\n\n<p class=\"wp-block-wd-paragraph wd-bb18c0fc\">During the retention period, the risk of media deterioration must be considered. When using electronic media, the procedures and systems ensuring access to information and readability of formats must be maintained to prevent loss of information resulting from technological changes. Responsibility for retention lies with the Data Controller.  <\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-6e36f962\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-1ab74155\">4. Destruction of Data<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-160b0e46\">The Company and its employees must regularly review all data stored electronically or on paper to determine whether it should be destroyed once the purpose for which it was created is no longer relevant.<\/p>\n\n<p class=\"wp-block-wd-paragraph wd-3334210f\">Once a decision to destroy has been made in accordance with the Retention Schedule, data must be erased or destroyed in a manner proportionate to its value and level of confidentiality. The method of destruction depends on the nature of the document: <\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Documents containing sensitive or confidential information, including sensitive personal data<\/strong> \u2013 destroyed as confidential waste and subject to secure electronic deletion.<\/li>\n\n\n\n<li><strong>Expired or superseded contracts<\/strong> \u2013 may be internally shredded.<\/li>\n\n\n\n<li><strong>Documents without confidential information<\/strong> \u2013 may be recycled without record-keeping<\/li>\n<\/ul>\n\n<p class=\"wp-block-wd-paragraph wd-fba65490\">Destruction may be carried out by an employee or by an internal or external service provider, in compliance with all applicable legal requirements and the Data Protection Policy.<\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-345dbb8a\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-06835070\">5. Controls and Security<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-ce43e1eb\">Adequate controls must be in place to prevent permanent loss of essential information through malicious or accidental destruction. These controls are described in the Information Security Policies of DIVA PLUS EOOD. <\/p>\n\n<p class=\"wp-block-wd-paragraph wd-397ef7c1\">The Data Controller is responsible for documenting and approving the destruction process, ensuring full compliance with all legal requirements. Only authorised employees have access to the records. <\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-51f9858f\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-6869ac7d\">6. Routine Destruction<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-86619ab1\">Documents that may be routinely destroyed \u2013 unless subject to ongoing legal or regulatory investigation \u2013 include:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>daily announcements and notices;<\/li>\n\n\n\n<li>requests for routine information;<\/li>\n\n\n\n<li>supporting documents without added value;<\/li>\n\n\n\n<li>outdated lists and duplicate documents;<\/li>\n\n\n\n<li>outdated publications, trade catalogues and newsletters.<\/li>\n<\/ul>\n\n<p class=\"wp-block-wd-paragraph wd-2a8fe9b7\">Destruction is subject to disclosure requirements in the context of litigation.<\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-5815b930\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-bd803fa0\">7. Document Classification<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-b838665b\">Documents are classified by level according to their degree of confidentiality:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Level 1 \u2013 Highest security (containing personal data)<\/strong>: subject to secure destruction with evidence thereof.<\/li>\n\n\n\n<li>Level 2 \u2013 Confidential (without personal data): destroyed by shredding and controlled disposal.<\/li>\n\n\n\n<li><strong>Level 3 \u2013 Standard<\/strong> (without confidential information): may be recycled without record-keeping.<\/li>\n<\/ul>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-ad72a8ac\"><\/div>\n\n<h3 class=\"wp-block-wd-title title wd-f935a634\">8. Responsibilities and Consequences of Non-Compliance<\/h3>\n\n<p class=\"wp-block-wd-paragraph wd-7b618ebb\">The Data Protection Officer is responsible for ensuring all Company departments comply with this Policy and assists authorities with data protection enquiries. Any suspected breach of the Policy must be immediately reported and investigated. <\/p>\n\n<p class=\"wp-block-wd-paragraph wd-fc4e0bec\">Non-compliance with this Policy may result in:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>loss of trust from clients and partners;<\/li>\n\n\n\n<li>litigation and financial losses;<\/li>\n\n\n\n<li>reputational damage to the Company.<\/li>\n<\/ul>\n\n<p class=\"wp-block-wd-paragraph wd-d99600cb\">Violations by employees or third parties may lead to disciplinary measures, termination of contractual relationships or legal action.<\/p>\n\n<div class=\"wp-block-wd-divider wd-style-line wd-565d4e20\"><\/div>\n\n<p class=\"wp-block-wd-paragraph wd-43a04cb2\"><em>This Policy is adopted by the management of DIVA PLUS EOOD and enters into force from the date of its publication on the website <a href=\"https:\/\/divaplus.org\/en\/\">https:\/\/divaplus.org\/<\/a><\/em><\/p>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-1883","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/pages\/1883","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/comments?post=1883"}],"version-history":[{"count":1,"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/pages\/1883\/revisions"}],"predecessor-version":[{"id":1884,"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/pages\/1883\/revisions\/1884"}],"wp:attachment":[{"href":"https:\/\/divaplus.org\/en\/wp-json\/wp\/v2\/media?parent=1883"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}