We do not keep identifiable personal data indefinitely merely because it might one day be useful. Records may be retained longer where reasonably necessary for an active dispute, insurance claim, tax enquiry, warranty matter or legal/regulatory requirement.
Standard retention schedule
| Record | Normal retention approach |
|---|---|
| General enquiries that do not become jobs | Up to 18 months after last meaningful contact |
| Unaccepted quotations / estimates | Normally up to 2 years |
| Accepted quotations, contracts and written variations | Normally 6 years after completion / final payment |
| Project correspondence and site records | Normally 6 years |
| Project photographs kept as evidence | Normally 6 years, unless a different lawful period is justified |
| Invoices, payments and accounting records | Normally 6 years or the period required by applicable tax/accounting law |
| Supplier / subcontractor project records | Normally 6 years |
| Complaints, snagging and defect records | Normally 6 years after resolution, longer if a claim remains live |
| Warranty / guarantee records | Warranty period plus a reasonable claims-record period |
| Marketing / portfolio photographs | Until no longer required or, where consent is relied upon, until consent is withdrawn for future use |
| Security / technical logs | Only for a proportionate operational/security period |
Deletion and anonymisation
At the end of an appropriate retention period, records should be securely deleted, destroyed or anonymised unless there is a lawful reason to retain them. Retention periods are reviewed when the purpose or legal context changes.
Legal hold
Where litigation, an insurance matter, regulatory investigation, complaint or tax enquiry is active or reasonably anticipated, relevant deletion may be paused until the matter is finally resolved.