Table 2. Data Retention and deletion timeframe.
| Data Type | Internal Ref | IT System | Data Retention Period | Rationale |
|---|
| Corporate Traveller Profile Data* | STM | GDS
Passenger Name Record (PNR) | 11 Months post trip except where client or traveller deletion request received. | To enable post trip customer service, refunds etc. |
|---|
| Corporate Traveller Profile Data* | STM | GDS Profile System.
Boss Profile System. | 5 years post trip except where client or traveller deletion request received. | To facilitate current and future bookings from Clients. |
|---|
| Consol Traveller Data | WTC | GDS
Boss | 48 hours post trip.
5 years post trip except where client or traveller deletion request received. | To enable booking completion, APIS, ETA etc.
For record purposes only. |
|---|
| Retail Traveller Data | WTC | GDS
Boss | 11 months post trip.
5 years post trip except where client or traveller deletion request received. | To enable booking completion, APIS, ETA etc.
For record purposes and for specific marketing of relevant products to existing customers |
|---|
| Personal Traveller Data | WTCG | Microsoft Exchange | Emails older than 12 months are archived. | Reasonable timeframe to retain data / records in live system. |
|---|
| Personal Traveller Data | WTCG | Mail Store | Emails are retained for 6 additional years. | To comply with all legal and customer service obligations |
|---|
| Employee Data | WTCG | Sage / Micropay | Data is archived after every tax year. | To comply with legal and taxation obligations |
|---|
| Telephone Call recordings | WTC STM | PBX System | 18 Months | For quality control and training purposes.
To deal with customer service issues. |
|---|
| CCTV Recordings | WTC STM | CCTV System | Approx. 2 months | For office security purposes. |
|---|