Data Deletion Policy

1. Introduction

This Data Deletion Policy outlines the procedures and guidelines for the deletion of data within our organization to ensure compliance with privacy regulations, security requirements, and ethical considerations. Data deletion is a critical aspect of data management, and this policy provides a structured approach to handle data removal in a secure and efficient manner.

2. Scope

This policy applies to all employees, contractors, and third parties who handle, process, or manage data on behalf of the organization.

3. Data Classification

Data should be classified based on its sensitivity and impact on the organization, aligning with our established data classification policy. Classifications include:

• Confidential: Highly sensitive data requiring the highest level of protection.
• Private: Data that should be handled with care and protected from unauthorized access.
• Public: Information that can be disclosed publicly without risking harm or violating any regulations.

4. Data Retention

Prior to data deletion, a data retention policy should be followed to determine the appropriate retention periods for each type of data based on legal, regulatory, contractual, and business requirements.

5. Data Deletion Process

5.1. Data Inventory

Maintain an up-to-date inventory of all data assets, including details on data type, location, owner, classification, and retention period.

5.2. Request for Deletion

Any individual or entity requesting data deletion should contact the designated Data Protection Officer (DPO) or the relevant department responsible for data management.

5.3. Verification of Deletion Request

The DPO or designated department will verify the authenticity and validity of the deletion request, ensuring compliance with internal policies and applicable laws.

5.4. Data Identification and Segregation

Identify and segregate the requested data for deletion, ensuring no unintentional deletion of critical or required data.

5.5. Data Deletion

Follow secure deletion procedures, including overwriting, shredding, or permanently removing the data from all relevant systems, databases, backups, and physical storage.

5.6. Deletion Confirmation

Provide confirmation to the requester regarding successful data deletion, including relevant details of the deletion process.

6. Record Keeping

Maintain records of all deletion requests, actions taken, and confirmations for auditing and compliance purposes.

7. Training and Awareness

Regularly train employees and stakeholders on this data deletion policy and its procedures to ensure compliance and understanding of their responsibilities.

8. Review and Updates

Regularly review and update this policy to ensure alignment with changes in laws, regulations, and organizational needs. Any updates should be communicated to all relevant stakeholders.

9. Compliance

Non-compliance with this Data Deletion Policy may result in disciplinary action, as per the organization's policies and procedures. Employees are expected to report any potential violations or concerns to the DPO or relevant authority.