Retention Schedule

Sargent Industries Ltd

This schedule sets out the personal information we hold, why we hold it, and how long we keep it. Retention periods follow standard UK norms — the six-year figures tie to HMRC’s record-keeping requirement and the Limitation Act window for contract claims.

Client contact & account details (name, email, phone, company, address)

Why it’s heldManaging the hosting/maintenance relationship and providing support

How long it’s keptDuration of the contract + 6 years after it ends

Contracts, service agreements & terms

Why it’s heldRecord of what was agreed; resolving any disputes

How long it’s keptDuration of the contract + 6 years

Billing & financial records (invoices, payments)

Why it’s heldAccounting and tax compliance

How long it’s kept6 years from the end of the relevant financial year (HMRC requirement)

Client correspondence (emails, support requests)

Why it’s heldProviding and evidencing support

How long it’s keptDuration of the contract + up to 6 years

Enquiry / prospect details (contact-form submissions, sales enquiries that don't convert)

Why it’s heldResponding to enquiries

How long it’s kept12 months from last contact, then deleted

Access credentials & technical access logs for client sites

Why it’s heldHosting and maintaining the client's site

How long it’s keptDuration of the contract; revoked and deleted promptly when the engagement ends

Supplier & contractor contact details

Why it’s heldManaging supplier relationships

How long it’s keptDuration of the relationship + 6 years

Website analytics data

Why it’s heldUnderstanding how the site is used

How long it’s kept14 months

Newsletter / marketing contacts

Why it’s heldSending updates with consent

How long it’s keptUntil the person unsubscribes; reviewed every 2 years

Last reviewed: June 2026. Reviewed annually.