44 CONSTRUCTION 1 LIMITED – Data Retention & Storage Policy
Company Number: 11941830
Registered Office: 39 Tangham Walk, Basildon, England, SS14 2JN
1. Introduction
44 Construction 1 Limited (“we,” “our,” or “us”) is committed to secure and compliant management of all personal and business data collected through its services and website. This policy outlines how we store, retain, and safely dispose of data, in accordance with UK data protection law, GDPR, and HMRC requirements.
Our goal is to ensure that data is only retained for as long as necessary and is protected against unauthorised access, loss, or misuse.
2. Scope
This policy applies to:
- All client, contractor, and subcontractor records collected for CIS payroll and related services.
- Employee and internal operational data.
- Website and digital platform data, including cookies and analytics.
- Physical and electronic records held by 44 Construction 1 Limited.
3. Data Retention Periods
We retain personal and business data for periods required by law and operational necessity:
| Data Type | Retention Period | Notes |
|---|---|---|
| CIS payroll records | Minimum 6 years | HMRC statutory requirement |
| Subcontractor verification documents | 6 years | Includes proof of eligibility and ID verification |
| Contractor agreements & invoices | 6 years | Accounting and tax obligations |
| Website analytics & cookies | Up to 2 years | For improving service delivery |
| Marketing & consent-based communications | Until consent withdrawn | Can be updated or deleted upon request |
Data no longer required will be securely disposed of in accordance with this policy.
4. Storage and Security
All data is stored securely, whether electronic or physical, using the following measures:
- Electronic Records: Encrypted storage on secure servers, with restricted access controls.
- Physical Records: Stored in locked cabinets with controlled access.
- Backup Procedures: Regular backups to prevent loss, stored securely offsite.
- Access Control: Only authorised personnel may access, update, or process data.
- Monitoring & Review: Periodic audits to ensure compliance with retention and security protocols.
5. Data Disposal
Once the retention period has expired, or data is no longer required, it is disposed of securely:
- Electronic Data: Permanently deleted using secure erasure methods.
- Physical Documents: Shredded or incinerated to prevent recovery.
- Third-Party Processors: Any outsourced storage or processing will follow equivalent security and destruction procedures.
6. Legal and Regulatory Compliance
Data retention is aligned with:
- HMRC and CIS statutory requirements.
- UK Data Protection Act 2018 and GDPR.
- Accounting and financial record-keeping regulations.
- Internal operational needs for auditing, compliance, and reporting.
7. Client and Subcontractor Rights
Clients and subcontractors may request:
- Access to their personal data.
- Correction of inaccurate or incomplete records.
- Deletion of data where retention is no longer required or permitted.
- Restrictions on data processing.
Requests should be submitted via Enquiries@44construction1limited.com and will be handled promptly in line with legal requirements.
8. Review and Updates
This policy is reviewed annually, or whenever operational or regulatory changes occur. Updated versions are published and communicated to staff and clients where necessary.
9. Contact
For questions regarding data retention, storage, or disposal:
Email: Enquiries@44construction1limited.com
Address: 39 Tangham Walk, Basildon, England, SS14 2JN