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A Data Retention Policy sets clear rules for how long your organization keeps different types of data and when to delete them. In Denmark, these policies help companies comply with GDPR and the Danish Data Protection Act while managing everything from customer records to employee files.

These policies protect both businesses and individuals by ensuring data isn't kept longer than necessary. They specify which records to archive, when to securely destroy information, and how to handle personal data during its lifecycle. Danish organizations must consider specific retention periods for different data types - like keeping accounting records for 5 years as required by Bogføringsloven (the Danish Bookkeeping Act).

You need a Data Retention Policy when your organization starts collecting or processing personal data from customers, employees, or partners. This becomes especially urgent when handling sensitive information like health records, financial data, or when operating across multiple systems where data might be duplicated or stored inconsistently.

The policy proves essential during data audits, when responding to access requests under Danish GDPR rules, or when transitioning to new IT systems. It's particularly valuable for Danish businesses managing international data transfers, companies in regulated sectors like healthcare or finance, and organizations looking to streamline their data storage costs while maintaining legal compliance.

• Audit Log Retention Policy: Focuses specifically on system logs, access records, and security event data - essential for IT security compliance and system monitoring under Danish data protection laws.
• Email Records Retention Policy: Specializes in managing email communications, attachments, and digital correspondence, addressing both business documentation needs and GDPR requirements for personal data in emails.
• Department-Specific Policies: Tailored retention schedules for different business units like HR, finance, or marketing, each aligned with relevant Danish sector regulations.
• Global Data Retention Policy: Comprehensive framework covering all data types, particularly useful for Danish organizations operating internationally.

• Data Protection Officers (DPOs): Lead the development and enforcement of Data Retention Policies, ensuring alignment with Danish data protection laws and GDPR requirements.
• IT Managers: Implement technical aspects of retention schedules, manage storage systems, and oversee secure data deletion processes.
• Legal Teams: Review and validate policies against Danish regulatory requirements, particularly for sector-specific retention periods.
• Department Heads: Ensure their teams follow retention guidelines and identify specific data handling needs within their units.
• External Auditors: Verify compliance with retention policies during data protection audits and certifications.

• Data Inventory: Map all data types your organization handles, including personal data, business records, and system logs.
• Legal Requirements: Review Danish data protection laws, GDPR, and sector-specific regulations that mandate minimum retention periods.
• Storage Systems: Document where different data types are stored, including cloud services, local servers, and physical archives.
• Business Needs: Consult department heads about operational requirements for data access and historical records.
• Technical Capabilities: Confirm your systems can enforce automatic deletion and maintain audit trails for compliance.
• Policy Generation: Use our platform to create a legally-sound Data Retention Policy that incorporates all gathered information while ensuring GDPR compliance.

• Purpose Statement: Clear explanation of policy objectives and compliance with Danish data protection laws.
• Scope Definition: Specify which data types, systems, and departments the policy covers.
• Retention Schedules: Detailed timelines for keeping different data categories, aligned with GDPR and Danish sector regulations.
• Deletion Procedures: Specific methods for secure data destruction and documentation requirements.
• Roles and Responsibilities: Define who manages retention processes and oversees compliance.
• Exception Handling: Procedures for legal holds and special retention circumstances.
• Review Process: Schedule for policy updates and compliance assessments.
• Documentation Requirements: Records of deletion activities and retention decisions.

A Data Retention Policy differs significantly from a Data Protection Policy in both scope and purpose. While both documents support GDPR compliance, they serve distinct functions in Danish organizations.

• Focus and Scope: 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.
• Operational Use: Retention policies guide IT teams and department heads on specific timeframes and deletion procedures. Protection policies inform all employees about general data handling practices and security protocols.
• Legal Requirements: Retention policies must align with specific Danish record-keeping laws like Bogføringsloven. Protection policies address overall GDPR compliance and privacy rights.
• Implementation: Retention policies require detailed schedules and technical procedures. Protection policies focus more on principles, responsibilities, and organizational standards.