������Ƶ

A Data Retention Policy sets clear rules for how long your organization keeps different types of information and when to delete it. Under Austrian law, particularly the DSG (Data Protection Act), companies need to document exactly how they handle personal data, including specific storage periods for each data category.

This policy helps businesses comply with both EU-wide GDPR requirements and Austrian privacy laws while protecting sensitive information. It guides your team on managing everything from employee records and customer data to financial documents, ensuring you keep data only as long as legally required or business-necessary. Good policies include retention schedules, deletion procedures, and backup rules that balance legal compliance with practical business needs.

Create a Data Retention Policy when your organization starts handling sensitive information or scales up its data processing activities. Austrian businesses need this policy before collecting personal data, as it's a core requirement under both the DSG and GDPR. Financial institutions, healthcare providers, and online retailers particularly benefit from early implementation.

Key moments to put this policy in place include: starting operations in Austria, expanding to new data types, facing regulatory audits, or restructuring data management systems. Having clear retention rules helps avoid fines, simplifies compliance reporting, and protects against data breaches. It's especially crucial when dealing with employee records, customer databases, or financial documentation that Austrian law requires you to maintain.

• Audit Log Retention Policy: Focuses specifically on system logs and audit trails, detailing retention periods for technical records that track user activities, system changes, and security events. Common in financial institutions and tech companies operating under Austrian data protection laws.
• Department-Specific Policies: Tailored retention schedules for different business units like HR, Finance, or IT, each addressing unique data types and regulatory requirements.
• Industry-Specific Policies: Customized versions for sectors like healthcare (patient records), banking (transaction data), or retail (customer purchase history), incorporating sector-specific Austrian compliance rules.
• Global-Local Hybrid Policies: Designed for international companies operating in Austria, balancing EU-wide GDPR requirements with local DSG obligations.

• Data Protection Officers (DPOs): Create and oversee Data Retention Policies, ensuring compliance with Austrian DSG and GDPR requirements.
• Legal Teams: Review and update policies, providing guidance on retention periods under Austrian law and EU regulations.
• IT Departments: Implement technical measures for data storage, deletion, and archiving according to policy requirements.
• Department Managers: Ensure their teams follow retention schedules and proper data handling procedures.
• External Auditors: Review policy compliance during data protection audits and certifications.
• Employees: Follow policy guidelines when handling company data and customer information in daily operations.

• Data Inventory: Map all data types your organization handles, including personal data, business records, and system logs.
• Legal Requirements: Document Austrian DSG and GDPR retention periods for each data category.
• Business Needs: Identify operational requirements for keeping different data types.
• Storage Systems: List all locations where data is stored, including cloud services and physical archives.
• Department Input: Gather feedback from key teams about their data handling practices and needs.
• Technical Capabilities: Confirm your systems can enforce automatic deletion and archiving schedules.
• Documentation Method: Use our platform to generate a compliant policy that includes all required elements.

• Purpose Statement: Clear explanation of policy objectives and compliance with Austrian DSG and GDPR.
• Scope Definition: Detailed list of data types covered and affected business operations.
• Retention Schedules: Specific timeframes for each data category, aligned with legal minimums.
• Deletion Procedures: Step-by-step processes for secure data removal and documentation.
• Legal Basis: References to relevant Austrian and EU data protection laws.
• Roles and Responsibilities: Clear assignment of data management duties.
• Review Mechanism: Schedule and process for policy updates.
• Documentation Requirements: Procedures for maintaining deletion records and compliance proof.

A Data Retention Policy often gets confused with a Data Protection Policy, but they serve different purposes under Austrian law. While both deal with data handling, their scope and focus differ significantly.

• Primary Focus: Data Retention Policies specifically outline how long different types of data should be kept and when to delete them. Data Protection Policies cover broader aspects of data handling, including collection, processing, and security measures.
• Legal Requirements: Retention policies must detail specific timeframes that comply with DSG and GDPR storage limitations. Protection policies address overall compliance with data privacy principles.
• Implementation: Retention policies include concrete deletion schedules and archiving procedures. Protection policies establish general guidelines for safeguarding data throughout its lifecycle.
• Scope: Retention focuses on time-based data management decisions. Protection covers all aspects of data processing, from consent to international transfers.